Additional request state: Pre-Approval
Many travel policies, for example, require that certain expenses be approved before tickets can be purchased. An example from Conservancy's travel policy include: hotel bookings beyond the GSA/Dept-of-State Per Diem hotel rate, and flights that exceed the with-$100-of-cheapest rule. As such, requestors need the ability to request preapproval. These changes herein committed, however, do *not* account for the fact that a request may already be "In Progress" when another expense comes up. An example of that is a flight was booked already in policy and the requestor, and uploaded, and the requestor then discovers later that the hotel is out-of-policy and needs preapproval. We can perhaps ignore this scenario for the first specification of this to avoid feature-creep, but I wanted to flag it as a potential issue for future. The work around might be that the Bookkeeper is allowed to move a request between any state to another, so the work-around in this specific instance may have to require an out-of-band conversation between bookkeeper and requestor. That's not disaster.
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@ -28,7 +28,7 @@ doable by a bookkeeper with appropriate privileges.
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### Defining the request form
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Requests for payment have four states: In Progress, Submitted,
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Requests for payment have five states: Pre-Approval, In Progress, Submitted,
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Accepted, and Rejected.
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Administrators can define questions to ask the requestor about the entire
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@ -66,12 +66,21 @@ accommodations expenses, etc.).
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### Requestor workflow
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Requestor can log in and see the status of all their requests. They can also
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create a new request, which starts in the In Progress state.
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create a new request, which starts either the Pre-Approval or the In Progress
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state.
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When they view a report, it shows the questions and answers about the entire
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report, and a list of associated expenses. Viewing a specific expense
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similarly shows all the questions and answers about it.
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When a report is in the Pre-Approval state, the requestor is submitting not
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receipts or invoices, but documents regarding potential expenses that have
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not yet been incurred, but for which organization policies require
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preapproval by organizational management ahead of time. The appropriate
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management representatives are duly notified by the system of pending
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Pre-Approval requests, and their approval moves the request into the In
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Progress state. Their rejection moves the request to the Rejected sate.
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When a report is In Progress state, the requestor can edit any answer in the
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report or an associated expense. They can also add an expense, which begins
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by asking them unconditional questions associated with expenses, and then
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