Submitting a business trip for an employee is simple and quick in WorkFlex. Follow this step-by-step guide to ensure the trip is submitted correctly:
Step 1: Sign in
Log in to your HR Admin profile within WorkFlex.
Step 2: Navigate to employee requests
On the left menu, click Employee requests.
Step 3: Select business trips
Open the Business travel tab.
Step 4: Request a trip
On the top right of the screen, click Request a trip.
Step 5: Choose the trip type
Under Business travel, select For an employee.
To submit your own business trip, select For me instead.
Step 6: Select or create an employee profile
In the Request on behalf of an employee window, choose Select existing employee and pick the employee from the list, or choose New employee to invite a new team member to WorkFlex.
Click Request trip.
If the employee’s profile is incomplete, you are asked to complete it on their behalf before you continue with the trip.
Note: Employees without an assigned entity in their profile do not appear in the list. Assign an entity in their profile first.
If your company uses Smart Flow
If your company uses Smart Flow, the trip continues in the new AI-powered flow. Follow steps 2 to 8 in How to request a business trip: A step-by-step guide. The screens and questions are the same, and you answer them on behalf of your employee.
If your company uses the classic form, continue with Step 7 below.
Step 7: Fill in trip information
On the Let's start with your trip screen, enter:
Destination
Trip dates — HR admins and assistants can select a start date that has already passed. Travelers and all other roles can only select a start date of today or later.
Purpose of the trip
Then click Continue.
Note: If the trip lies entirely in the past, WorkFlex does not file a Posted Worker Notification (PWD). You will receive a compliance summary and, where applicable, an A1 certificate.
Step 8: Answer required questions
Answer the questions one screen at a time on behalf of your employee and click Continue after each one: the company they will work for, their work details, their personal details and your company's questions. Depending on your contract and the services your company uses, these include the questions WorkFlex needs for A1, CoC, PWD and visa. The Progress panel on the right shows how far along you are.
Step 9: Review the submission
On the Review your trip screen, check all details and click Edit next to anything you want to change. Under Before you submit, you confirm the following on behalf of the employee:
Residency in Payroll Country: The employee will not give up their residency in their payroll country.
Payroll Country: The payroll country is their habitual place of employment.
Return to Payroll Country: After their temporary stay abroad, the employee will return to their payroll country.
Adherence to Policies: You have read and will adhere to the relevant company policies and terms & conditions.
Insurance Consent: You agree and consent to the insurance terms and conditions from Hallesche ALH Gruppe.
You can also save the trip as a draft at any point during the submission process. Learn more here.
Step 10: Submit the trip request
Once you have reviewed the submission details, click Submit trip to complete the request.
Step 11: Relax and let WorkFlex handle the rest
After submission, WorkFlex will process the request, assess any potential risks, and issue the necessary documents for the business trip. You can now relax, knowing the compliance and document management are taken care of.