Process Travel Expenses, Expense Reimbursements and Travel Requests for Managers

Click on My inbox in the self-service portal.

Here you will see tasks for processing related to travel requests, travel expense reports, and expense reimbursements.

Any messages from Approver 1 and Approver 2 will also be here.

Who does what – terms for the workflow in the self-service portal

It is important to become familiar with some common terms that apply to all workflows:

• Approver 1: Checks that the content of a workflow task is correct, such as in travel expense reports. Must always be followed by Approver 2.
• Approver 2: Manager with budgetary authority, or someone delegated with such authority. Performs formal approval of data before updating in the payroll system.
• Approver: Used when there is only one approver in the workflow, such as for travel requests.
• Error Corrector: Receives workflow tasks where posting in the payroll system has failed. The error corrector manually corrects these.
• Case Handler: General term for those who receive a task in the workflow. The term is reserved for general descriptions. Case handler is also used outside of workflow for those who register personnel data for others.
• WF Administrator: Monitors the workflow. Analyzes and resolves workflows that have gone into "ERROR" or where the case handler cannot be determined.
• Initiator: SAP's term for the person who starts a workflow.
• Deputy: Receives and performs workflow tasks on behalf of an approver.

Search

To search for a task in the inbox, click on My Inbox.

The list of tasks is sorted by creation date. The newest tasks are at the top.

You can search by employee, task type, or other text in the task in the search field.

Click on the task you want to check.

Check the cost allocation for a task

To check the cost allocation for a task, click on the task you want to check.

You will find the cost allocation/assignment under the information (i) icon.

If you need to check the remaining cost allocation, click on Show more in the PDF, or the Cost distribution button at the bottom of the line.

To check expenses, click on the expense you want to check under Expenses.

Attachments can be checked by clicking on the attachment icon (paperclip) or the Cost distribution button at the bottom of the line.

Approve a task

To approve a task in the self-service portal, click on My Inbox.

Click on the task you want to approve. You will then see the task information. Check the data.

Travel request

When you need to approve a travel request, click on the Approve (godkjenn) button, which you will find at the bottom of the screen.

You need to click on Show more in the PDF to see information about any advances.

Travel expense and expense reimbursement

When you need to approve a travel expense or expense reimbursement, click on Trip facts are consistent, which you will find at the bottom of the screen.

In the next screen, you can enter an optional remark.

Finish by clicking on Submit.

Send a task back for correction

To send a task back for correction in the self-service portal, click on My Inbox in the self-service portal.

Click on the task you want to send back.

You will then see the task information.

Check the data. Click Returner at the bottom of the task line to send the task back.

Travel request

If you need to return a travel request, click Returner, which you will find at the bottom of the task line.

Travel expense and reimbursement

If you need to return a travel expense report or reimbursement, click Need to correct trip facts has arisen found at the bottom of the taskbar.

In the next screen, you can add a note to the employee with the reason for the return.

Finish by clicking Submit.

Forward a task

To forward a task in the self-service portal, click on My inbox in the self-service portal.

Click on the task you want to forward. You will then see the task information.

Click Forward, which you can find at the bottom of the taskbar.

Search for the person you want to forward the task to.

In the next screen, you can add an optional note.

Finish by clicking Forward.

Reject a travel request

To reject a travel request, click on My inbox in the self-service portal.

Click on the travel request you want to reject. You will then see the task information.

Click Reject (avvis), which you can find at the bottom of the taskbar.

In the next screen, you can add a note to the employee with the reason for rejecting the travel request.

Finish by clicking Submit.

You will receive a notification that the task has been processed.

The employee who submitted the travel request will receive a notification in their own inbox that the travel request has been rejected.

Reserve/assign a task

Some workflow tasks are sent to multiple recipients simultaneously. For example, some organizations have several people who are Approver 1 for travel and receive travel requests for the entire organization.

The workflow task will then be visible in all recipients' inboxes.

To reserve a task in the self-service portal, click on My inbox.

Click on the task you want to process and click Claim, which you can find at the bottom of the taskbar.

To unassign the task, click Release, which you can find at the bottom of the screen.

The task will then be visible in the other approvers' inboxes again.