A Business Trip / Workation Policy is the foundational set of rules that governs how employees plan, book, and take business trips and workations. It ensures compliance, manages costs, and promotes a consistent, fair experience for all travelers.
In Premote, a policy serves as a smart template that automatically enforces your company's rules by limiting trip parameters (like duration, notice period, or covered countries) and managing the necessary approval chain.
This guide outlines the initial steps for setting up a new Business Trip Policy in Premote.
Log in to Premote.
Click the "Business Trips"/ "Mobile Work Abroad" module on the left-hand navigation panel.
Click the "Compliance" sub-tab.
Navigate to the "Business Trip/Mobile Work Abroad Policies" section.
Click the "Create New Policy" button located on the top right corner.
Enter a name for the policy in both the English and German name fields (e.g., "Standard Policy").
Define the initial core limits:
Set the maximum Amount of Days an employee can use under this policy (e.g., 90 days).
Set the Total Amount of Workation/Business Travel Days an employee can take (e.g., 120 days per year).
Set the Grace Period (the required advance notice in days before a trip, e.g., 7 days).
Click "Create Policy".
The policy will now be created and opened, allowing you to customize Eligibility, Validity Conditions, and the Approval Process.
Once created, you can open the new policy and customize its specific rules:
|
Section |
Action |
Description |
|
Policy Coverage |
Adjust more days or less days as needed. |
Overrides the default set in the initial creation step. |
|
Weekdays |
Exclude Weekends or other days. |
Limit the days of the week an employee is permitted to travel. |
|
Eligibility |
Choose an eligibility criteria. |
You can tie policy access to an employee's: Expiry Date, Employed Since, Birthday, Passport Expiry Date, or Work Permit Expiry Date. |
|
Countries Covered |
Filter and select Countries/Continents. |
Check boxes by European Union, African continent, Asian continent, etc., or click "All" in each section to apply the policy globally. |
|
Save |
Click "Save". |
Apply all changes to the Trip Conditions. |
This section allows you to create specific rules that act like workflows, adding layers of control and customization.
Filter by User Condition: Apply the policy based on the employee's status (e.g., "Applies to anyone employed since..." with a condition like equal to, more than, or less than a certain period).
Filter by Trip Condition: Apply rules based on the trip's details (e.g., enforce a maximum trip duration of one week).
Define which Manager(s) must approve a trip request.
You can require approval from one, two, three, or more managers in sequence.
Customize a submission message that employees will see when they submit a trip request under this policy.
Goal: Create two distinct policies to allocate workation days based on employee tenure (less than 1 year vs. more than 1 year).
Policy A: New Employee Policy (14 Days)
Creation: Navigate to Mobile Work Abroad > Compliance > Mobile Work Abroad Policies
Set up: Create a new policy named "Tenure < 1 Year".
Core Limit: Set the Amount of Days to 14 per year.
Validity Condition (Step 9): Navigate to Validity Conditions and set a User Condition that applies the policy to employees who have been employed since less than 1 year.
Policy B: Experienced Employee Policy (60 Days)
Creation: Navigate to Mobile Work Abroad > Compliance > Mobile Work Abroad Policies
Set up: Create a new policy named "Tenure > 1 Year".
Core Limit: Set the Amount of Days to 60 per year.
Validity Condition (Step 9): Navigate to Validity Conditions and set a User Condition that applies the policy to employees who have been employed for more than 1 year.
