Managing business trips (HR Admin and assistants guide)

In this guide, you will learn how to manage business trips as an HR Admin or as an assistant, including when you can make changes to a trip, how to edit, re-submit, or cancel a trip.

Overview

As a general rule, you can edit, re-submit, or cancel a business trip depending on its status. - For pending trips, adjustments can be made at any time before the trip starts, without additional charges, though the approval process will restart. - For approved trips, changes may result in additional charges due to compliance requirements. Once the trip has started, your ability to make changes becomes limited.

HR Admins and assistants can also submit a business trip, or reschedule one, with a start date that has already passed. Travelers and all other roles can still only select a start date of today or later.

📅 Submitting or rescheduling a trip with a past start date

As an HR Admin or assistant, you can select a start date that has already passed when you submit a new business trip or reschedule an existing one. You do not need to contact WorkFlex Support for this.

Travelers and all other roles can still only select a start date of today or later, and should ask an HR Admin or assistant where a past start date is needed.

Note: For trips that lie 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. The PWD assessment on the trip will show that a notification could not be filed.

🕓 Extending a trip

Scenario	Example	Who can edit	Action
Trip not yet started	01.11.25 – 15.11.25 (today: 01.10.25)	HR Admins, Assistants, Travelers	Can be edited directly on WorkFlex
Trip already started (end date in future or today)	25.09.25 – 05.10.25 (today: 01.10.25)	HR Admins, Assistants	Can be edited directly on WorkFlex. Travelers: reach out to your HR Admin
Trip already ended (end date in the past)	25.09.25 – 29.09.25	HR Admins, Assistants	Can be edited directly on WorkFlex. Travelers: reach out to your HR Admin

Note: If a change moves the trip entirely into the past, WorkFlex will not file a Posted Worker Notification (PWD). See “Submitting or rescheduling a trip with a past start date” above.

✂️ Shortening a trip

Scenario	Example	Who Can Edit	Action
Trip not yet started	01.11.25 – 15.11.25 (today: 01.10.25)	HR Admins, Assistants, Travelers	Can be edited directly on WorkFlex
Trip already started (new end date in future or today)	25.09.25 – 05.10.25	HR Admins, Assistants	Can be edited directly on WorkFlex. Travelers: reach out to your HR Admin
Trip already started and finished	25.09.25 – 29.09.25	HR Admins, Assistants	Can be edited directly on WorkFlex. Travelers: reach out to your HR Admin

Note: If a change moves the trip entirely into the past, WorkFlex will not file a Posted Worker Notification (PWD). See “Submitting or rescheduling a trip with a past start date” above.

How to edit a business trip

To make edits to a business trip:

Click the request to open the trip details.
Click the More actions button (…) in the top right corner.
Select Edit request from the dropdown menu.

A notice tells you that editing the trip dates changes the request ID. Click Edit request to continue. The trip then opens pre-filled in the request form, where you can apply your changes.

Save your edits to finalize the changes.

Note: When editing a trip, all previous information will already be pre-filled for your convenience.

Duplicating (re-submitting) a trip

For travelers who frequently take the same business trips or Workations, WorkFlex offers a simple way to streamline the process by duplicating existing trips. This feature creates a copy of an existing trip without making any changes to the original trip request.

Click the trip request you want to duplicate.
In the More actions menu (…), click Duplicate.

You will be directed to the trip submission page, where all the trip information will be pre-filled for you.
You can modify the date or any other details as needed.

This option makes submitting a trip faster and easier and is available from both the Assistant and employee interfaces, regardless of the trip status.

How to cancel a business trip

As an HR admin or an Assistant, you can cancel a business trip at any time without any restrictions.

To cancel a business trip:

Click the request to open the trip details.
Click the More actions button (…) in the top right corner.
Select Cancel request from the dropdown menu.

Confirm your choice to complete the cancellation.

Please note: Cancelling a fully processed business trip will not result in a refund, as WorkFlex has already completed the required document processing for the trip.