How do I create a duty of care?

When managing business travel, it is essential to ensure that all necessary documents are provided by employees before they submit mileage expenses. This guide will help you understand how to enable document requirements and manage submissions efficiently.

Enabling Document Requirements for Mileage Claims

To begin, an administrator must activate this feature by navigating to Setup > Settings > Duty of Care in your company’s system. Here, you can specify which documents are mandatory or simply recommended by setting them to Required or Show Warning. If a document is marked as required, employees will not be able to submit their mileage claims until the document has been approved.

You can set one or more documents to either be required or to show a warning against the expense claim. If documents are required, then mileage claims cannot be submitted before the documents are approved.

Uploading Documents

When a document is set as Required or Show Warning, a Documents icon will appear in the menu. To upload a document:

1. Click on the Documents icon.
2. Select +Document to open the file selection.
3. Choose a file type (Pdf, Jpg, Png) to upload, creating a Draft Document.
4. Click in the bar to add additional information in the pop-up box:
   • Type: Choose from Driving Licence, Vehicle Insurance, Vehicle MOT, Vehicle Road Tax.
   • Expiry Date: Enter the date when the document expires.
   • Description: Enter any additional details as free text.
5. Click Save. Once saved, if the document's expiry date is less than one month away, a Due to Expiry flag is displayed, and an email alert is sent to the user.

Approval Process

Once a Duty of Care document is submitted by a user:

1. The submission is forwarded to their Line Manager or a nominated approver for approval.
2. The Approver receives an email notification with a link to the Documents Approval tab.
3. The approver should click the link, select the document, and choose to Approve or Reject it from the side menu.
4. Upon approval, the user will receive an email notification confirming that the document has been approved.

This process ensures that all required documents are reviewed and approved promptly, facilitating efficient and compliant business travel expense submissions.

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