Business Trip Leave Request
Purpose
The Business Trip Leave Request feature allows employees to submit requests for official business travel that occurs during working hours.
This request type is used when employees are required to travel for business purposes, such as client visits, meetings, training sessions, conferences, inspections, or other work-related activities outside their normal workplace.
Business Trip requests can include advance payment requests and supporting documentation. Once approved, the request is reflected in the employee's attendance records and displayed on the timesheet with the symbol B (Business Trip).
Additionally, approved business trip requests can be converted into expense records for reimbursement and expense tracking purposes.
Create
Prerequisites
Before creating a Business Trip Leave Request:
-
The employee must have one of the following permissions:
-
Leave - View
-
Leave - View (Global)
-
-
The appropriate leave approval workflow should be configured.
-
Expense Categories should be configured if expense conversion will be used.
Create a Business Trip Request
Step 1: Open Leave Management
-
Navigate to Timesheets & Leave from the left sidebar.
-
Select Leave.
-
Click Apply For Leave.
Step 2: Complete the Request
In the Apply For Leave window, enter the required information:
-
Enter the Subject.
-
Select Go on Business as the leave type.
-
Select According to the Plan.
-
Enter the Used To description.
-
Enter the Amount of Money requested.
-
Select the Request Date.
-
Enter the Advance Payment Reason.
-
Select the From Date.
-
Select the To Date.
-
Select one or more Followers.
-
Enter the Reason.
-
Upload any supporting Attachments.
Step 3: Save
-
Click Save.
The Business Trip request is created and submitted for approval.
View
Employees, managers, and administrators can view Business Trip requests according to their assigned permissions.
Users may review:
-
Request details
-
Travel dates
-
Advance payment information
-
Approval status
-
Attached documents
-
Expense conversion status
Edit
To modify a Business Trip request:
Step 1: Open Leave Requests
-
Navigate to Timesheets & Leave → Leave.
Step 2: Select a Request
-
Locate the Business Trip request.
-
Click Edit.
Step 3: Update Information
-
Modify the required information.
-
Review the changes.
Step 4: Save Changes
-
Click Save.
The updated request will continue through the approval process.
Delete
To remove a Business Trip request:
Step 1: Open Leave Requests
-
Navigate to Timesheets & Leave → Leave.
Step 2: Select a Request
-
Locate the Business Trip request.
-
Click Delete.
Step 3: Confirm Deletion
-
Review the confirmation message.
-
Confirm the deletion.
The request will be removed from the system.
Approve
Approve a Business Trip Request
-
Open the pending Business Trip request.
-
Review the request details and supporting documentation.
-
Verify travel dates and requested amounts.
-
Click Approve.
Once approved:
-
The request is marked as Approved.
-
Attendance records are updated.
-
The employee's timesheet displays the Business Trip status.
Reject
Reject a Business Trip Request
-
Open the pending request.
-
Review the request details.
-
Click Reject.
The request is marked as Rejected and no attendance updates are applied.
Convert to Expense
Purpose
The Convert to Expense function creates an expense record from an approved Business Trip request.
This allows organizations to track business travel expenses and reimbursement requests within the expense management process.
Convert an Approved Business Trip to an Expense
Step 1: Open the Approved Request
-
Navigate to the approved Business Trip request.
Step 2: Convert to Expense
-
Click Convert to Expense.
Step 3: Complete Expense Information
In the Add New Expense window:
-
Select the appropriate Expense Category.
-
Review the expense information.
Step 4: Save
-
Click Save.
The expense record is created and linked to the Business Trip request.
Field Descriptions
| Field | Description |
|---|---|
| Subject | Title or summary of the business trip request. |
| Leave Type | Request category. For this process, select Go on Business. |
| According to the Plan | Indicates that the trip follows an approved business plan or travel schedule. |
| Used To | Purpose or intended use of the requested funds. |
| Amount of Money | Amount requested for business travel expenses or advance payment. |
| Request Date | Date the request is submitted. |
| Advance Payment Reason | Explanation for any advance payment request. |
| From Date | Start date of the business trip. |
| To Date | End date of the business trip. |
| Follower | Employee(s) who are copied or notified regarding the request. |
| Reason | Detailed explanation for the business trip. |
| Attachment | Supporting documents such as itineraries, quotations, approvals, or travel plans. |
| Expense Category | Expense classification used when converting the request into an expense record. |
Workflow Rules
Business Trip Request Rules
-
Business Trip requests are submitted through the Leave Management process.
-
Requests must follow the configured approval workflow.
-
Supporting documents may be attached for approval and audit purposes.
Leave Request Workflow
-
Employee creates the Business Trip request.
-
Request is submitted for approval.
-
Approver reviews the request.
-
Request is approved or rejected.
-
Approved requests update attendance records.
-
Approved requests may be converted to expenses.
Attendance Processing Rules
Once approved:
-
The employee is considered on an approved business trip during the specified dates.
-
Attendance records are updated accordingly.
-
The timesheet displays the symbol:
B = Business Trip
Attendance Status Logic
During approved Business Trip dates:
-
The employee is not treated as absent.
-
Attendance records reflect approved business travel.
-
The Business Trip indicator appears on attendance-related screens.
Approval Workflow Rules
-
Requests remain in Pending status until reviewed.
-
Only approved requests affect attendance records.
-
Rejected requests do not impact attendance calculations.
Expense Conversion Rules
Only approved Business Trip requests can be converted into expense records.
When converted:
-
A new expense entry is created.
-
The selected Expense Category is assigned.
-
The expense becomes available for expense management and reimbursement workflows.
Employee Assignment Rules
-
Employees can create requests according to their assigned permissions.
-
Users with global leave permissions may manage requests across the organization.
Payroll Integration Behavior
Approved Business Trip requests may contribute to:
-
Attendance calculations
-
Payroll attendance processing
-
Workforce activity reporting
Expense records created from Business Trips may participate in separate reimbursement and accounting workflows.
Notification Rules
Notifications may be sent:
-
When requests are submitted.
-
When requests are approved.
-
When requests are rejected.
-
When followers are assigned to the request.
Notification behavior depends on the organization's approval and notification settings.
Status Behavior
Business Trip Request Status
| Status | Description |
|---|---|
| Pending | Request has been submitted and is awaiting approval. |
| Approved | Request has been approved and attendance records have been updated. |
| Rejected | Request has been rejected and no attendance changes are applied. |
| Converted to Expense | An expense record has been created from the approved request. |
Attendance Status
| Status | Timesheet Display |
|---|---|
| Approved Business Trip | B |
| Pending Business Trip | No Business Trip attendance status applied |
| Rejected Business Trip | No Business Trip attendance status applied |
Synchronization
Data created in this screen is synchronized with:
-
Leave Management
-
Leave Approval Workflow
-
Employee Attendance
-
Attendance Reports
-
Employee Attendance History
-
Expense Management
-
Expense Categories
-
Employee Self-Service Portal
-
Workforce Reports
-
Payroll Processing
Approved Business Trip requests and related expenses are immediately reflected in the relevant modules.
Important Notes
-
Employees must have Leave-related permissions before they can submit Business Trip requests.
-
Business Trip requests follow the organization's configured approval workflow.
-
The Go on Business leave type must be selected when creating a business travel request.
-
Approved Business Trip requests display B on the employee's timesheet.
-
Business Trip requests can include advance payment information and supporting documents.
-
Only approved requests affect attendance records.
-
Only approved requests should be converted into expense records.
-
Expense conversion requires a valid Expense Category.
-
Deleting a Business Trip request may affect attendance records, reporting, and linked expense records.
-
Organizations should maintain supporting documentation for audit and reimbursement purposes.