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The implementation of WEBCON BPS on the Microsoft SharePoint platform enables support
for domestic and foreign business trip registration and reimbursement
Electronic support for domestic and foreign business trip registration and reimbursement usually involves the implementation of the following steps:
  • registration of a business trip by the delegated person or their immediate supervisor
  • entering the business trip assignment (assignment to a cost centre, project, contractor, etc.)
  • application approval by immediate supervisor
  • notifying the cash desk of the granted advance payment (especially if granted in foreign currency)
  • notifying the delegated employee when they can collect the advance
  • entering transportation details and details of other travel expenses
  • physical reimbursement of the business trip and scanning of the accounting documents
  • registering business trip costs in the financial accounting system.

For each step there is a clear form which makes it easy to enter all the required information. As there is a possibility to attach the scanned documents directly from the level of the document workflow portal, you can easily archive the accounting documents needed for the correct reimbursement of a business trip. Optional integration with the accounting system not only allows you to download dictionaries (e.g. a list of cost centers, account analytics, contractor analytics, etc.), but also once the trip is reimbursed, to enter appropriate posting orders and cash office documents into the system.
Examples of other personnel requests which are supported by our clients with WEBCON Business Process Suite include:
  • registration and approval of leave requests
  • registration and approval process of pay raise requests, position change requests, change of employment form requests
  • processing of new admissions, including workplace organization
  • processing of terminations, including circulation sheet support
  • company car reimbursement.

The automation of personnel requests implemented by our clients shows that processes of this type are usually supported in-house, based on the tools offered by the WEBCON Business Process Suite platform.

In the context of business trip support, the essential features of WEBCON Business Process Suite include:
  • possibility of in-house modeling of any number of personnel requests without having to incur additional costs by using external services
  • effective change management, including efficient temporary replacement support and possibility to delegate tasks
  • possibility to modify the existing workflow in case of changes in business procedures, including modifications made by the IT department on the client side
  • full monitoring of the registered and processed requisitions, including the history of approvals and implemented changes
  • reporting of the processes, including the identification of bottlenecks (steps and persons restraining the approval process)
  • integration with company personnel systems and Microsoft Exchange
  • support of large volumes of data and large number of system users.
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