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Employee Submits
Employee submits an out-of-office request specifying work activity, dates, location, and vehicle type.
Manage employees working outside the office for work-related activities like client visits, field work, training, and conferences.
HR Nexus helps you track and manage employees working outside the office for business-related activities — client visits, field work, training, or conferences. Monitor activity, track vehicle usage, and automatically record work time in timesheets upon completion.
From submission to reimbursement, HR Nexus threads the entire out-of-office journey through five clean steps — with a manager-optional completion gate you configure per team.
Employee submits an out-of-office request specifying work activity, dates, location, and vehicle type.
Manager reviews the work activity and approves — or requests modifications. Approval confirms the work is authorised.
On return, employee marks the activity Completed (with notes) or Cancelled. Optional step, admin-configurable.
Once completed, the activity is recorded on the timesheet. Kilometer claims auto-submit if a personal vehicle was used.
Colleagues and managers see OOO status, activity details, and completion information in the activity history.
Two dedicated flows that carry the OOO activity from "return-to-desk" all the way to a reimbursed payslip — with no back-and-forth emails in between.
When an employee returns from a work activity, they can mark it as completed with detailed notes about what was accomplished — or cancel it if the activity didn't proceed as planned.
When a work activity is marked completed and the employee used their own vehicle for work-related travel, HR Nexus automatically submits a kilometer claim for mileage reimbursement.
Track and manage work activities happening outside the office
Reduce HR processing time for activity approval and documentation
Improve accuracy of work-time recording and timesheet data
Automate kilometer claim submissions for work-related vehicle use
Simplify employee reimbursement process for travel
Create complete audit trail for work activities and compliance
Eliminate back-and-forth communications about work activities
Maintain visibility of where employees are working and their progress
Ensure accurate time recording for work performed outside the office
Nurses submit OOO for home patient visits or training sessions at partner facilities. Work time is recorded on timesheets and kilometer claims auto-submit for vehicle mileage.
Support coordinators submit OOO for client site visits or training courses. On completion they add client-interaction notes, and kilometer claims are generated automatically.
Technicians submit OOO for client installations or maintenance work. Completion notes capture what was installed or serviced. Kilometer claims auto-submit for personal-vehicle travel.
Consultants submit OOO for client project work or training events. At completion they document work performed and deliverables. Personal-vehicle travel is auto-reimbursed.
Teachers submit OOO for student work-placement visits, practicum supervision, or excursions. Notes capture student progress. Kilometer claims cover travel to placement sites.
Store managers submit OOO for visiting other branches or attending corporate training. Work time is recorded and travel claims processed on completion.
Eight configuration surfaces cover every rule your HR team needs to enforce for out-of-office activities — activity types, reimbursement, notifications, and required fields.
Define custom work activity types — Client Visit, Training, Field Work, Conference, etc.
Configure kilometer reimbursement rates per vehicle type for accurate travel-cost recovery.
Set the vehicle-type options available for work-related travel and reimbursement.
Define completion-note templates for common work activities so employees don't start from scratch.
Configure the recipients notified whenever a work activity is submitted for approval.
Set automatic approval rules based on activity type, employee level, or business rules.
Enable or disable the auto-submission of kilometer claims when activities are marked completed.
Configure which fields are required for different activity types to enforce your data-quality rules.
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