When submitting a business trip in WorkFlex, the platform automatically checks whether the dates overlap with any trip already on your profile. This check is a safeguard, not a restriction: it exists to reduce the chances of the same trip being submitted twice by mistake, which would create a duplicate submission to the compliance authorities.
What happens when a business trip overlaps?
If the business trip you are trying to submit overlaps with an existing trip, an Overlap trip pop-up will appear and list the conflicting trip(s).
This pop-up is only a warning. It does not block your submission and nothing has gone wrong. Its purpose is to make sure that the overlap is intentional before you continue.
You have two options:
Proceed with new trip – the green button at the bottom of the pop-up: if both trips are correct and the overlap is intentional, click this button to submit the new trip. Both trips remain in the system and nothing else needs to be changed or cancelled.
Cancel – the link shown on the existing trip: if the existing trip is a duplicate or is no longer correct, cancel it here, and then continue with the new submission.
When an overlap is expected
Overlaps are often perfectly legitimate, in particular with consecutive or connecting travel. For example, if one trip ends on 7 September and the next trip begins on 7 September, the two trips share a day and WorkFlex will flag them — even though both are correct and both need to stay on the profile.
In that case, simply click Proceed with new trip. Both trips will be submitted and assessed separately, no duplicate submission is created, and there is no need to cancel or shorten either trip.
Booking tool integration with WorkFlex
If your employer has integrated their internal trip booking tool with WorkFlex, your international trips will be automatically transferred to WorkFlex. In this case, the pop-up will serve as a reminder to double-check your travel details before submitting any new business trips. It ensures that no duplication occurs, helping to maintain an accurate and efficient business trip management process.
Why this is important
This feature aims to streamline your trip management by preventing the accidental duplication of business trips. By flagging overlaps early, you can avoid costly mistakes and keep your trip data accurate and up to date — while still being able to submit genuinely overlapping trips whenever they are correct.
If you have any questions or need further assistance with business trip submissions, feel free to reach out to our support team.