Managing trips is a flexible process, allowing for rescheduling and editing of travel plans. Here’s a detailed guide on how you can make changes to your trip, depending on its status.
1. Pending trips
Who can make changes: Both employees and HR admins have the ability to edit, cancel, or reschedule pending trips.
To cancel a trip, choose the Cancel request button and then confirm your choice:
Impact of editing: When a pending trip is edited, a new trip ID will be created and the approval flow will restart. The user will be directed back to the trip submission form, with all previously entered information pre-filled for convenience.
Rescheduling pending trips: Both employees and HR admins can change the dates or the number of working days of a pending trip. However, similar to editing, a new trip ID will be created and the approval flow will restart.
2. Fully approved trips
Cancellation: Both employees and HR admins have the ability to cancel a fully approved trip.
Click on the Actions button on the top right corner in the trip details page, and choose Cancel request, and then confirm your choice:
HR admins only: Fully approved trips can only be edited or rescheduled by HR admins; employees do not have this option. This ensures that changes to approved travel plans are centrally managed and controlled.
Impact on approval cycle: For approved trips, editing or rescheduling does not restart the approval cycle. The trip retains its approved status while the necessary updates are applied.
HR admin edit view:
HR admin reschedule view:
3. Indication of edited trips
Trip details page update: Once a trip has been edited, the trip details page will indicate that the trip has been modified, along with the old request ID for reference. This helps in tracking any changes made to the original request.
Note: Fully approved trips will incur charges twice – once for the original trip and once for the updated version. This is because WorkFlex manages all necessary documentation upon trip final approval. Any changes to the trip require updates to the documentation, resulting in an additional charge.