Previously, company employees could not issue a business trip on their own. First, the manager’s manager had to draw up a service note to the authorities, or the employee himself to create a request in the corporate system of the company and wait for approval.
Then you need to write an application for transferring advance funds so that the employee can buy tickets and book a hotel. After that, the order is being prepared. And only then the employee (or the personnel department) himself has the right to book tickets and a hotel. The process is long and requires the involvement of several employees.
However, with onetwotrip reservation has become fast and automated. In this article, we will tell you in detail how employees themselves can draw up business trips in the system and why it is simple, convenient and safe.
Administrator rights
If one person will be engaged in your company in your company (for example, a travel-coordinator), then it is more convenient to buy in the personal account of the “administrator”. The administrator can create cards to employees without issuing rights and coordinate the purchase process from booking to payment.
If you have a large state, then it is more efficient to allow each employee to select options on your own, having configured the Trevel Policy and approval in accordance with your internal charter. In this case, the administrator will control the costs and monitor the document management.
Access sent after the conclusion of the contract is the access of the administrator. At the top you will see the inscription “Administrator”.
The administrator owns all available options and can:
- create, edit and block employees;
- change the passwords of employees;
- establish rights for employees;
- tune the travel policy;
- configure approval;
- get acquainted with financial and accounting reports in the section “Finance”;
- download closing documents in the section “Documents”;
- Set an account for replenishment of a deposit;
- make purchases on behalf of the administrator and make changes to orders (for example, exchanges and return).
How to start a system data into a system
Before choosing a service, the administrator must create employees cards and make reliable information to them, without which it will not work to book the supply: name, date of birth, contact phone number, email address, passport data. The employee can also be assigned a group. In the future, in this group you can sort employees.
To create a card with data on the employee, the administrator must enter the “Employees” section and press “+” in the upper right corner. Next, you should fill out all the necessary fields, determine limits and rights, configure coordination and travets, if required. After filling out at the end of the card, it is necessary to put the “Save” box.
The employee’s card is created quickly, persists forever and saves the time that you spend on purchases – all the necessary information will already be entered.
Employee rights and restrictions
The administrator must establish access rights for each employee’s account created.
Employees can do the following:
- make purchases for yourself and/or for other employees, as well as make changes to orders (for example, exchanges and return);
- get acquainted with financial and accounting reports in the section “Finance”;
- download closing documents in the section “Documents”;
- Set an account for replenishment of a deposit.
An employee cannot create cards with data from other security purposes. To do this, the employee needs to contact the administrator.
The administrator can make the following restrictions:
For example, without a “order tickets and hotels” fields, the employee will not be able to make an order himself, but other employees will be able to make it for him who will have such a right. And in the field “Orders for other employees” you can configure the right to buy for a certain group.
To preserve the established restrictions, click the “Save” button (checkmark).
How to tie a corporate card for payment
The section “Account” provides for the possibility of binding an unlimited number of corporate cards. The right to use the card can be given to certain employees. You can make such a settings later at the time of the creation of the employee’s card.
How an employee provides a business trip in the onetwotrip system
After a business trip, an employee must provide documents confirming living in a hotel on a business trip. They are necessary as a justification of expenses for living in the hotel when submitting an advance report.
Closing documents are formed within 10 working days after the end of the reporting period.
Write a request and contacting the support service is not required: the documents are automatically loaded to the employee’s personal account.
To download files, enter the “Documents” section and indicate the right period. You can download them separately for each day or immediately with an archive. Documents for download are available in two formats: in PDF (with fax seal and signature) and in XLS (for the convenience of your accountant).
Advantages of working with the OneTwotrip service
All processes take place under the control of the administrator – each action committed by an employee is reflected in the administrator’s personal account.
The employee does not spend a lot of time to get the opportunity to book tickets and a hotel, and is also not in search of reporting documents – all of them are in his personal office.
The accountant receives all the necessary closing documents quickly and in a convenient format.
With Onetwotrip, ticket reservation has become a quick, comfortable, safe and automated process.
