The provided process log describes the execution of a business travel management process in a medium-sized consulting company. This process is fully covered and logged by the company’s internal workflow management system, for which each employee has access. The tasks and rights are assigned according to the employee’s role in the company (normal employee, manager, director, etc.). An internal travel department is responsible for booking the business trips, in accordance with the respective employee.
The process consists of two parts, planning before the trip and accounting for expenses after it. For planning a trip, its dates and expected costs are specified first. If the help of the travel department is required, a preliminary price inquiry can be issued first. When the costs are known, a formal business trip request is filed, which has to be approved by the manager. As soon as the trip has been approved, the trip can be booked. After the trip, the travel expenses have to be accounted for. Therefore, potentially incurred cost positions are proved with a receipt and a travel expense report is generated, which again has to be approved by the manager. After the approval, travel expenses are reimbursed by the accounting department.
Regarding the process compliance, the company has given itself a number of compliance rules, which are checked in an annual review. Employees are only allowed to take business trips which are necessary for the project. This necessity is checked by the respective manager. Employees should estimate their travel-related costs as realistically as possible, to facilitate travel controlling. Trips are approved by means of the four-eye-principle. To ensure accurate books and accounts, travel expenses should be reported as soon as possible after the end of a trip. To control compliance with those rules, the company has collected all travel-related system data from 2017 into the provided log.