In this article, we'll guide you through the process of submitting a work-from-abroad trip request on the WorkFlex platform.
How are your requests processed by WorkFlex?
WorkFlex offers different workflows for requesting work from abroad. The primary workflow used by most of our clients is as follows:
The employee submits a work-from-abroad request through WorkFlex.
The manager is notified via email about the request and can approve or reject it.
ⓘ The manager does not need to log in to WorkFlex; by clicking a link in the email, a browser window opens where approval or rejection can be made.WorkFlex analyzes the risks based on the employee’s personal information and the trip details, generating a risk assessment.
HR admins are notified of the uploaded risk assessment and can review both the request and the assessment. Based on the risk assessment, HR admins can give the final approval or rejection of the request.
After final HR approval, WorkFlex implements all necessary compliance measures. In addition to these measures, WorkFlex also offers support and assumes liability for all approved trips.
How to request working from abroad
ⓘ 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" > "Workation" to create a new request for working from abroad.
Step 2: Enter trip details
Select the destination country, and specify the start and end dates of your trip.
ⓘ Note: If you combine working from abroad with vacation include the whole period of your stay in your request.
For the question "Will you be working throughout your entire stay?":
Click "Yes" if you will work on all business days. The system will automatically calculate your working days.
Click "No" if you will not be working every business day, and manually enter the number of actual working days.
Then, click "Next" to proceed.
Step 3: Answer request questions
Follow the questions in the request form and provide the necessary answers.
Tip: Click on the "ⓘ" symbol for additional information on any question.
Step 4: Review and submit
Review the details of your workation request in the summary and check the required boxes. Once everything is accurate, click "Submit" to finalize your request.
You can view all your workation requests and related documents in the "My Requests" section under "Workation."
This section also provides an overview of the risk assessment and approval status for each trip.
Step 5: Post-submission
After submitting your request, WorkFlex will immediately start analyzing compliance risks. A risk assessment will be uploaded, and necessary compliance measures will be implemented.
By selecting a specific request, you can access all trip-related information, including:
Risk assessment (Screenshot A)
Approval statuses (Screenshot B)
Your workation balance (Screenshot C)
Request-related documents (Screenshot D)
Screenshot A: Risk assessment
Screenshot B: Approval statuses
ⓘ Note: If your request is pending approval or rejection for an extended period, please contact your HR admins.
Screenshot C: Your workation balance
Screenshot D: Request-related documents
ⓘ Tip: Ensure you have offline access to your trip-related documents by downloading them before your trip using the download function "Download all".