In this guide, you will learn how to manage business trips as an HR Admin or as an assistant, including when you can make changes to a trip, how to edit, re-submit, or cancel a trip.
Overview
As a general rule, you can edit, re-submit, or cancel a business trip depending on its status. - For pending trips, adjustments can be made at any time before the trip starts, without additional charges, though the approval process will restart. - For approved trips, changes may result in additional charges due to compliance requirements. Once the trip has started, your ability to make changes becomes limited.
HR Admins only can also submit a business trip, or reschedule one, with a start date that has already passed. Assistants, travelers and all other roles can still only select a start date of today or later.
š Submitting or rescheduling a trip with a past start date
As an HR Admin, you can select a start date that has already passed when you submit a new business trip or reschedule an existing one. You do not need to contact WorkFlex Support for this.
This applies to the HR Admin role only. Assistants submitting or rescheduling on someoneās behalf, travelers, and all other roles are unaffected: they can still only select a start date of today or later, and should ask an HR Admin where a past start date is needed.
Note: For trips that lie entirely in the past, WorkFlex does not file a Posted Worker Notification (PWD). You will receive a compliance summary and, where applicable, an A1 certificate. The PWD assessment on the trip will show that a notification could not be filed.
š Extending a trip
Scenario | Example | Who can edit | Action |
Trip not yet started | 01.11.25 ā 15.11.25 (today: 01.10.25) | HR Admins, Assistants, Travelers | Can be edited directly on WorkFlex |
Trip already started (end date in future or today) | 25.09.25 ā 05.10.25 (today: 01.10.25) | HR Admins only | Can be edited directly on WorkFlex. Assistants and travelers: reach out to your HR Admin |
Trip already ended (end date in the past) | 25.09.25 ā 29.09.25 | HR Admins only | Can be edited directly on WorkFlex. Assistants and travelers: reach out to your HR Admin |
Note: If a change moves the trip entirely into the past, WorkFlex will not file a Posted Worker Notification (PWD). See āSubmitting or rescheduling a trip with a past start dateā above.
āļø Shortening a trip
Scenario | Example | Who Can Edit | Action |
Trip not yet started | 01.11.25 ā 15.11.25 (today: 01.10.25) | HR Admins, Assistants, Travelers | Can be edited directly on WorkFlex |
Trip already started (new end date in future or today) | 25.09.25 ā 05.10.25 | HR Admins only | Can be edited directly on WorkFlex. Assistants and travelers: reach out to your HR Admin |
Trip already started and finished | 25.09.25 ā 29.09.25 | HR Admins only | Can be edited directly on WorkFlex. Assistants and travelers: reach out to your HR Admin |
Note: If a change moves the trip entirely into the past, WorkFlex will not file a Posted Worker Notification (PWD). See āSubmitting or rescheduling a trip with a past start dateā above.
How to edit a business trip
To make edits to a business trip:
Click on the request to open the Trip details page.
Click on the Action button in the top right corner.
Select Edit request from the dropdown menu.
Apply changes to the business trip details.
Save your edits to finalize the changes.
Note: When editing a trip, all previous information will already be pre-filled for your convenience.
Re-submitting a trip
For travelers who frequently take the same business trips or Workations, WorkFlex offers a simple way to streamline the process by duplicating existing trips. This feature creates a copy of an existing trip without making any changes to the original trip request.
Click on the trip request you want to re-submit.
In the drop-down menu under Actions, click on Re-submit.
You will be directed to the trip submission page, where all the trip information will be pre-filled for you.
You can modify the date or any other details as needed.
This option makes submitting a trip faster and easier and is available from both the Assistant and employee interfaces, regardless of the trip status.
How to cancel a business trip
As an HR admin or an Assistant, you can cancel a business trip at any time without any restrictions.
To cancel a business trip:
Click on the request to open the Trip details page.
Click on the Actions button in the top right corner.
Select Cancel request from the dropdown menu.
Confirm your choice to complete the cancellation.
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Please note: Cancelling a fully processed business trip will not result in a refund, as WorkFlex has already completed the required document processing for the trip.