Automation of arranging business trips for KIA Motors

A list of electron documents, that is, applications for business trips. Alongside with it:

• Agreement lists;
• Applications for preparing business trips;
• Taxi calls;
• Advance reports;
• Office memos;
• Acts on preparing business trips;
• Acts on taxi calls.

All the documents take part in the process of arranging business trips.

An employee creates a business trip in the system by indicating the appropriate boxes. The system counts:

• Ticket types;
• Expenses on accommodation;
• Hotel room categories;
• Daily allowances during business trips
• Taxi limits;
• Parking limits.

The calculations are specific for each position. The system sends the agency for arranging business trips a notification on a planned business trip.

The agency gives an employee an offer on arranging a business trip. After making a choice an employee sends an agreement application the group responsible for organizing a trip. After the agreement is achieved, the system gives an order in ERP System, while it is signed the systems waits for the trip end date and gives the initiator a task to enter a report.

After returning from a business trip, an employee has to present his/her report to the accounting department. After the agreement is achieved, the accounting department confirms acts received from the agency.

System features

• Tariff calculations per each employee’s business trip;
• The work of accounting and financial departments are included;
• Integration with ERP Systems: 1C, SAP;
• Auto-check for exclusions, excess and corrections;
• Auto-check for conflicts in business trip schedules;
• Creating and uploading printed documents;
• Creating notices in employees and chief’s calendars;
• Module for booking tickets, taxi, and hotels.