Business (Mission) Trip Settings

Defining Policies for Business Trips

It is notable that every organization has its own policy or multiple policies regarding business trips (assignments), whether within KSA or abroad.

First: Defining and Adding Policies for Business Trips

In order to benefit from the feature of automating the calculation of business trip settlements or assignments on Jisr system, it is necessary for the admin or the authorized person to define and add the organization's business trip policy by following these steps:

• Navigate to 'Settings'
• From the side menu, select 'Payroll' and then choose 'Salary Components'
• Select 'Other expenses'
• Select 'Business Trips'
• Click on the option 'New Policy'
• Enter the policy name
• Specify the method for calculating the per diem for accommodation that will be paid to the employee, whether it will be calculated per day or per night.

Please note that:

• When choosing to calculate the number of accommodation days by the day: The total accommodation or lodging amount will be calculated by multiplying the daily lodging rate by the number of days requested by the employee in the business trip request.

• When choosing to calculate the number of accommodation days by the night: The total accommodation or lodging amount will be calculated by multiplying the daily lodging rate by the number of days requested by the employee, minus one day.

For example: An organization has an internal trip policy as follows:

(Daily accommodation or lodging amount per day: 500 SAR + Daily transportation amount: 300 SAR + Daily meal allowance: 200 SAR) => Total = 1,000 SAR

An employee submits a business trip request for 5 days.

1- If the policy calculates the number of accommodation or lodging days by the day, the total business trip settlement amount will be 5,000 SAR.

2- If the policy calculates the number of accommodation or lodging days by the night, the total business trip settlement amount will be 4,500 SAR (the daily accommodation amount will be calculated for 4 nights only, not 5 days).

Second - Defining Travel Destinations:

As part of adding the organization's business trip policy, it is necessary to specify travel destinations and define the cities to which employees are assigned in full.

This is done through the 'Destination' option, then click on 'Add Destination' to create a new destination, and finally, click on 'Save'.

Note: Cities can be added individually, whether inside KSA or abroad, in a detailed manner (e.g., Riyadh, Jeddah, Dammam, Dubai, Cairo, etc.).

Third - Defining Daily Per Diem Amounts for Travel Destinations:

The admin must define the daily accommodation or lodging amount + transportation amount + meal amount (if applicable) according to the organization's policy for each destination associated with each policy, by clicking on the pencil icon next to each destination.

Note:

• If the organization has more than one business trip policy (e.g., a policy for managers and another for employees, or multiple policies based on job grades, etc.), the admin can define multiple policies by using the 'Add New Policy' option, assigning a unique name to each policy, selecting the employees to whom the policy applies, assigning destinations, and finally defining the per diem amounts for each destination.

• If the admin wishes to exclude certain employees (so that the 'Request Business Trip' option is hidden from them in the application, they must exclude these employees from the selected employee list and ensure they are not assigned to any policy.