Providing Gifts, Travel or Hospitality
Written by Michelle Henley
Updated at May 17th, 2024
Table of Contents
Use Case
- Providing Gifts, Travel or Hospitality (GTH) requests are used to provide Gifts, Travel, or Hospitality to a government official (GO) or an employee of a current and/or potential customer.
- This request is typically used to get approval for a planned activity, where the types and amount of support are either known upfront or can be estimated.
- The request can be configured to approve of payments with numerous recipients under one activity
Key Features
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Providing Gifts, Travel or Hospitality requests are separated into two sections:
- Activity section to capture the details related to the event.
- Recipients section to capture the details of the recipients and type of support requested for them.
Things to Note
• Submitting
- Multiple recipients can be added to a single engagement request.
- Additional recipients can be added, even after the initial submission. Added recipients are still subject for review and approval based on the approval workflow configuration.
- Spending can be monitored at a more granular level by adding different Support Categories and assigning them to different recipients within a single engagement.
- Spend Amounts can be entered in any currency. However, the totals are calculated in the default currency set for the application.
• Approving
- In order to enable more dynamic and faster approvals, separate approval processes for the activity and recipients can be configured. For example, if the activity and 5 out of 6 recipients are approved, the 6th recipient can remain under review. This means the business can start contracting and other logistics without compliance being a bottlenecked by the 6th recipient.
- Ability to adjust the overall Support Category amount above and/or below the auto-calculated amount within the request, triggering a different approver depending on the circumstances set within the configuration.
- Once an activity is rejected, it moves all recipients to canceled status. A Rejected request can not be re-submitted.
- Changes can be made after the request is approved. However, that will require the request to be re-approved by all approvers based on the workflow configuration.
- Approver needs to approve the activity and recipients separately. Activity must be approved first before taking approved action on the recipients.
- Approvers have the ability to request for more information from the submitter on the activity and/or on individual recipients during the approval process. In such instances, the activity or recipient needs to be re-submitted by the submitter after the updates have been made. Depending on the approval workflow configuration, the request will go back to the same approver for review or approval workflow can be initiated from the beginning.
• Spending
- Aggregate Spend and Count analysis at support category and request level. Data is aggregated across recipients to provide a total request value.
- Specify local and regional limits for each category of support.
• Oversight
- In-request screening using either Refintiv or RDC to compare individual and organization names against watchlist data.
• Request Features
Key Features
- Editor Collaboration allows different users to collaborate on filling details of the engagement.
- Approver Collaboration allows one of many approver collaborators to approve in any one approval step.
- Automated Approver Collaboration is used to automatically assign approver collaborators.
- Assign tasks to yourself, other users, or even third-parties.
- Easy-to-follow Request History tracks a complete audit trail of the changes and actions taken on the request throughout the approval process.
- Request Version Comparison allows for the ability to compare between different versions of the request if updates are made to the request before, during, and after the approval process.
- Business Owner configuration allows for requests to be submitted on behalf of someone else or to identify the actual business owner of the request.
Configurable Components
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Request Configurations |