In this article, we'll walk you through the business trip request process on the WorkFlex platform.
There are two ways to create a business trip request on the WorkFlex platform:
Manual Submission: You can manually submit a request within the platform (instructions below).
Booking Tool Integration: When using an integrated booking tool, all relevant data is automatically transferred to WorkFlex, which then generates a request automatically
ⓘ Important: WorkFlex automatically creates business trip requests only for train or flight bookings. If you book a hotel or plan to travel by car, you must manually create and submit a travel request (instructions below).
ⓘ Note: Ensure your WorkFlex profile is fully completed and be prepared to respond to any additional questions via email, if needed.
How Are Your Requests Processed by WorkFlex?
Submission of business travel request: Whether your request is created via the booking tool integration or manually, WorkFlex begins processing it upon submission.
Compliance risk analysis: WorkFlex analyzes the trip details to identify any compliance risks and generates a compliance summary.
Implementation of compliance measures: Based on the risk analysis, all necessary compliance measures are implemented. WorkFlex also offers support and assumes liability for all approved trips.
How to request a business trip manually
ⓘ Important: Ensure your profile is complete and up to date before submitting a request.
Step 1: Start a New Request
Go to the "My Requests" section and select "Request a Trip" > "Business Travel" to create a new business travel request.
Step 2: Enter Trip Details
Select the destination country, and specify the start and end dates of your trip. Then, click "Next" to proceed.
Note: For certain destinations, additional questions may appear (e.g., Belgium). Be sure to answer all required questions.
Step 3: Review and Submit
Review the details of your business trip in the summary. Check the required boxes (you will see two checkboxes if health insurance is included in your package). Once everything is accurate, click "Submit" to finalize your request.
You can view all of your business travel requests and related documents in the "My Requests" section under "Business Travel."
Step 4: Post-Submission
After submitting your request, WorkFlex will immediately begin analyzing compliance risks. A compliance summary will be uploaded, and necessary compliance measures will be implemented.
By selecting a specific request, you'll have access to all trip-related information, including the compliance summary and documents.
ⓘ Tip: Ensure you have offline access to your trip-related documents by downloading them before your trip using the download function.
