[2023 Version] Apply for Business trip and Work From Home

Main contents:

A. How to create an application on Website (Detail)

1. Create a regular application (Detail)
2. Create a multi-day application (Detail)

B. How to create an application on mobile app (Detail)

1. Create a regular application (Detail)
2. Create a multi-day application (Detail)

C. Notes when creating a request for employees with flexible working hours. (Detail)

Employees can apply for business trips, outside working, work from home and other types of work according to the company's policies.

terra’s system provides a function of creating regular applications and multi-day applications for consecutive days. Follow these steps to make an application:

A. ON WEBSITE

 1. Create a regular application

Steps: Individual > Working & Leave > Business trip & WFH >   Add new > Insert information > Select an approver > Save.

Annotation:

Glossary	Explanation
Type	Employees can choose the appropriate application type (Business trip, Work From Home, Outside working, Other) in accordance with the prescribed Labor Law established in the system When selecting “Business trip”, the system will generate more additional information fields for you to fill in, includes [Business trip name], [With allowance] & [Without allowance].
Day	Includes: - Table for selecting a series of requested days - Application time classification: + All day: Requested hours are equal to the total standard working hours in a day. + By the hour: Requested hours filled in by employee.
	Create several days in one application
Reason	Fill in the reason of your application then send it to the approver.
Upload	Attach relevant documents if necessary
Approver	Choose the approver of your application

2. Create a multi-day application

Steps:
Individual > Working & Leave > Business trip & WFH >   Add new > Create multi-day > Select the consecutive days you wish for > Select time Classification > Select  > Select an approver > Save.

Annotation:

Glossary	Explanation
Type	Employees can choose the appropriate application type (Business trip, Work From Home, Outside working, Other) in accordance with the prescribed Labor Law established in the system When selecting “Business trip”, the system will generate more additional information fields for you to fill in, includes [Business trip name], [With allowance] & [Without allowance].
	Status bar accesses to the “create multi-day” mode
Day	Includes: - Table for selecting a series of consecutive days - Application time classification: + All day: Requested hours are equal to the total standard working hours in a day. + By the hour: Requested hours filled in by employee. Details of each application day base on the previous general information set up.
	Click to display the details of each day according to the general setting of [Day] that you submitted. In case you need to change the general setting of [Day], click this icon again to adjust the details of each day. Users can edit information for each day, if necessary, without requiring all days to be the same as the default general setting of [Day].
Reason	Fill in the reason of your application then send it to the approver.
Upload	Attach relevant documents if necessary
	Create several days in one application
Approver	Choose the approver of your application

Note:

• For the “By the hour” option, the application's requested time must not be out of the working schedule. If you work beyond the scheduled time, you must apply for an overtime application.

  For example, if the company's scheduled workday starts from 8:00 AM to 5:00 PM, the available time frame for applying for the "By the hour" option is shown in the picture below:

• For companies that divide employees into different groups, situations can arise where an employee is part of multiple groups (such as being an approver in one group but needing approval from someone else in another group). For instance, an employee might be the approver for the Marketing team while also having applications requiring the Director's approval in the General Management group. Employees must choose the correct group approval workflow to ensure that applications are routed through the correct workflow. 

Website version

Mobile app version

• Employees cannot create an application after the cut-off date has passed.

• Employees do not need to check-in/check-out for Business trip & WFH request day, the system will automatically record their working hours according to the time applied in the application after the request is approved.

• After successfully creating the application, employees can review and cancel it. Click here to see how to cancel an application.

• In case your company has different approving flows according to different types of business trip (such as overland trip or air-way trip), you can contact our customer service team to activate the function of creating an overland and air-way business trip application.

B. ON MOBILE APP

1. Create a regular application

Steps: Main screen > Working time > Business trip > New > Insert information > Select an approver > Confirmation.

Annotation:

Glossary	Explanation
Type	Employees can choose the appropriate application type (Business trip, Work From Home, Outside working, Other) in accordance with the prescribed Labor Law established in the system When selecting “Business trip”, the system will generate more additional information fields for you to fill in, includes [Business trip name], [With allowance] & [Without allowance].
Day	Includes: - Table for selecting a series of requested days - Application time classification: + All day: Requested hours are equal to the total standard working hours in a day. + By the hour: Requested hours filled in by employee.
Reason	Fill in the reason of your application then send it to the approver.
Upload	Attach relevant documents if necessary
	Create several days in one application
Approver	Choose the approver of your application

2. Create a multi-day application

Steps:
Main screen > Working time > Business trip > New > Select application's type > Create multi-day > Create multi-day > Select consecutive days you wish for > Select time classification > Create multi-day > Fill in other remaining information > Select an approver > Save.

 

 

Annotation:

Glossary	Explanation
Type	Employees can choose the appropriate application type (Business trip, Work From Home, Outside working, Other) in accordance with the prescribed Labor Law established in the system When selecting “Business trip”, the system will generate more additional information fields for you to fill in, includes [Business trip name], [With allowance] & [Without allowance].
	Status bar accesses to the “create multi-day” mode
	Table for selecting a series of consecutive days
	Includes: - Table for selecting a series requested days - Application time classification: + All day: Requested hours are equal to the total standard working hours in a day. + By the hour: Requested hours filled in by employee. Details of each application day base on the previous general information set up.
	Click to display the details of each day according to the general setting. In case you need to change the general setting, click this icon again to adjust the details of each day. Users can edit information for each day, if necessary, without requiring all days to be the same as the default general setting.
Reason	Fill in the reason of your application then send it to the approver.
Upload	Attach relevant documents if necessary
	Create several days in one application
Approver	Choose the approver of your application

Note: (Click here)

C. Notes when creating a request for employees with flexible working hours.

For companies that are using flexible time, when employees create a new application, and choose the option "by the hour", they have to choose the start of their working time before filling out the form of application.

• If employees create an application for the day in the past, or create an application after check-in, they need to choose the start time as their actual checking-in this on that day.

• If employees create an application for the day in future, they need to check-in at the time they specify in the request.

Website’s interface

Mobile app's interface

• If employees didn't choose the start of their working time, terra will automatically take the plan of company working time to calculate the working time for employees.