From 6e91d81ce1ccadb410e52136c60b23f8b76c886f 2016-08-31 18:04:14 From: Bradley M. Kuhn Date: 2016-08-31 18:04:14 Subject: [PATCH] Additional request state: Pre-Approval Many travel policies, for example, require that certain expenses be approved before tickets can be purchased. An example from Conservancy's travel policy include: hotel bookings beyond the GSA/Dept-of-State Per Diem hotel rate, and flights that exceed the with-$100-of-cheapest rule. As such, requestors need the ability to request preapproval. These changes herein committed, however, do *not* account for the fact that a request may already be "In Progress" when another expense comes up. An example of that is a flight was booked already in policy and the requestor, and uploaded, and the requestor then discovers later that the hotel is out-of-policy and needs preapproval. We can perhaps ignore this scenario for the first specification of this to avoid feature-creep, but I wanted to flag it as a potential issue for future. The work around might be that the Bookkeeper is allowed to move a request between any state to another, so the work-around in this specific instance may have to require an out-of-band conversation between bookkeeper and requestor. That's not disaster. --- diff --git a/Reimbursements/Requirements.mdwn b/Reimbursements/Requirements.mdwn index dde0999bee05ccaba0d7d411dbebfea219897033..d317467cf389f158e7d6d2086b2656d2114bc4db 100644 --- a/Reimbursements/Requirements.mdwn +++ b/Reimbursements/Requirements.mdwn @@ -28,7 +28,7 @@ doable by a bookkeeper with appropriate privileges. ### Defining the request form -Requests for payment have four states: In Progress, Submitted, +Requests for payment have five states: Pre-Approval, In Progress, Submitted, Accepted, and Rejected. Administrators can define questions to ask the requestor about the entire @@ -66,12 +66,21 @@ accommodations expenses, etc.). ### Requestor workflow Requestor can log in and see the status of all their requests. They can also -create a new request, which starts in the In Progress state. +create a new request, which starts either the Pre-Approval or the In Progress +state. When they view a report, it shows the questions and answers about the entire report, and a list of associated expenses. Viewing a specific expense similarly shows all the questions and answers about it. +When a report is in the Pre-Approval state, the requestor is submitting not +receipts or invoices, but documents regarding potential expenses that have +not yet been incurred, but for which organization policies require +preapproval by organizational management ahead of time. The appropriate +management representatives are duly notified by the system of pending +Pre-Approval requests, and their approval moves the request into the In +Progress state. Their rejection moves the request to the Rejected sate. + When a report is In Progress state, the requestor can edit any answer in the report or an associated expense. They can also add an expense, which begins by asking them unconditional questions associated with expenses, and then