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Workflow Overview

The SMAF authorization workflow is a multi-stage process that ensures proper review and approval of travel and expense requests. The system tracks each commission through various status states and notifies relevant parties at each stage.
The workflow varies based on the requester’s role, administrative unit, and whether they have local administrator privileges.

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Workflow Stages

1

Request Submission

The employee or their representative submits a commission request through the SMAF system.Initial Status: Submitted (pending review)Actions Performed:
  • System generates unique folio number
  • Automatically assigns VoBo and Authorizer based on organizational hierarchy
  • Validates requester eligibility
  • Creates commission record in database
// Source: Comision_Aut.aspx.cs:405-406 (simplified)
MngNegocioComision.Inserta_Comision(
    "CRIPSC01",                                  // Office type
    "01",                                        // Commission type
    Session["Crip_Folio"].ToString(),           // Folio number
    Dictionary.NUMERO_CERO,                      // Office number
    clsFuncionesGral.FormatFecha(lsHoy),        // Request date
    Dictionary.FECHA_NULA,                       // Response date (null)
    detalleComision.Fecha_Vobo,                 // VoBo date
    clsFuncionesGral.FormatFecha(lsHoy),        // Authorization date
    detalleComision.Usuario_Solicita,           // Requesting user
    detalleComision.Ubicacion,                  // Department
    detalleComision.Area,                        // Area
    detalleComision.Proyecto,                    // Project
    // ... additional parameters
    Vobo_Aut[0],                                 // VoBo approver
    Vobo_Aut[1],                                 // Authorizer
    objUsuario.Usser,                            // Traveler
    objUsuario.Ubicacion,                        // Traveler location
    lsEstatus,                                   // Status: "1" or "8"
    // ... observations and other fields
);
Status Code: 1 (Pending Authorization) or 8 (Pending VoBo)
2

VoBo Review (Visto Bueno)

The designated VoBo reviewer examines the request and can approve, modify, or reject it.Status: 8 (Pending VoBo)VoBo Actions Available:
  • Review commission details (dates, destination, objective)
  • Modify authorized period if needed
  • Adjust days to be paid (including half-days)
  • Set payment zones (commercial/rural/mixed)
  • Configure per diem types and payment methods
  • Approve transportation and fuel allowances
  • Add or remove travelers from multi-person commissions
  • Enter observations and comments
// Source: Comision_Aut.aspx.cs:606-647
protected void ImageButton2_Click(object sender, ImageClickEventArgs e)
{
    string lsFolioAut = dplVobo.SelectedValue.ToString();
    
    if ((lsFolioAut == null) | (lsFolioAut == Dictionary.CADENA_NULA))
    {
        ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
            "alert('Debe seleccionar una solicitud para ministrar');", true);
        return;
    }
    else
    {
        clsFuncionesGral.Activa_Paneles(pnlDetalle, true);
        string[] lsCadena = lsFolioAut.Split(new Char[] { '|' });
        string lsFoliA = lsCadena[0];
        string lsUbicacionA = lsCadena[1];
        
        Session["Crip_Folio"] = lsFoliA;
        Session["Crip_Opcion"] = Dictionary.VOBO;
        Session["Crip_UbicacionAut"] = lsUbicacionA;
        
        // Load commission details for VoBo review
        Carga_Panel(lsFoliA, lsUbicacionA, Dictionary.VOBO, 
            MngNegocioPermisos.ObtienePermisos(
                Session["Crip_Usuario"].ToString(), 
                Dictionary.PERMISO_ADMINISTRADOR_LOCAL));
    }
}
Possible Outcomes:
  • Approved: Moves to Status 1 (Pending Final Authorization)
  • Rejected: Moves to Status 0 (Cancelled)
  • Modified: Updates commission details and moves to Status 1
3

Authorization Review

After VoBo approval, the authorizer performs final review and authorization.Status: 1 (Pending Authorization)Authorizer Actions Available:
  • Review all VoBo-approved details (read-only for most fields)
  • Add final observations
  • Generate official authorization documents
  • Approve or reject the commission
// Source: Comision_Aut.aspx.cs:580-604
protected void ImageButton1_Click(object sender, ImageClickEventArgs e)
{
    string lsFolioAut = dplAutoriza.SelectedValue.ToString();
    
    if ((lsFolioAut == null) | (lsFolioAut == Dictionary.CADENA_NULA))
    {
        ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
            "alert('Debe seleccionar una solicitud para autorizar');", true);
        return;
    }
    else
    {
        clsFuncionesGral.Activa_Paneles(pnlDetalle, true);
        string[] lsCadena = lsFolioAut.Split(new Char[] { '|' });
        string lsFoliA = lsCadena[0];
        string lsUbicacionA = lsCadena[1];
        
        Session["Crip_Folio"] = lsFoliA;
        Session["Crip_Opcion"] = Dictionary.AUTORIZA;
        Session["Crip_UbicacionAut"] = lsUbicacionA;
        
        // Load commission details for authorization
        Carga_Panel(lsFoliA, lsUbicacionA, Dictionary.AUTORIZA, 
            MngNegocioPermisos.ObtienePermisos(
                Session["Crip_Usuario"].ToString(), 
                Dictionary.PERMISO_ADMINISTRADOR_LOCAL));
    }
}
Field Access Control:
  • Most fields are read-only (set by VoBo)
  • Only observations field is editable
  • Cannot add/remove travelers
  • Cannot modify dates or allowances
Possible Outcomes:
  • Authorized (No Cash): Status 5 - No cash disbursements required
  • Authorized (With Cash): Status 9 - Includes cash components (fuel, tolls, etc.)
  • Rejected: Status 0 - Cancelled with observations
4

Document Generation

Upon authorization, the system automatically generates official documents.Documents Created:
  • Official commission authorization letter
  • Travel order (oficio)
  • Payment authorization forms
  • PDF records for archival
// Source: Comision_Aut.aspx.cs:3665
clsPdf.Genera_Oficio_Comision(
    objComision,                                     // Commission object
    oUbicacion,                                      // Location details
    objProyecto,                                     // Project information
    clsFuncionesGral.ConvertMayus(
        Session["Crip_Abreviatura"].ToString() + "  " + 
        Session["Crip_Nombre"].ToString() + "  " + 
        Session["Crip_ApPat"].ToString() + "  " + 
        Session["Crip_ApMat"].ToString()),          // Authorizer name
    Session["Crip_Cargo"].ToString(),               // Position
    true                                             // Generate flag
);
File Locations:
  • PDFs stored in server file system
  • Database stores file paths and metadata
  • Links available in commission detail view
5

Payment Processing

Authorized commissions move to the payment/disbursement stage.Status: 5 or 9 (Authorized)Payment Components:
  • Per diem allowances (viaticos)
  • Fuel reimbursement or vouchers
  • Toll fees (peaje)
  • Transportation/airfare (pasajes)
Payment Methods:
  • Direct deposit to bank account
  • Check issuance
  • Fuel vouchers
  • Mixed payment (combination of above)
Commissions with Status 5 require no cash disbursement. Status 9 indicates cash components that must be processed.
// Source: Comision_Aut.aspx.cs:3649-3663
bool autorizacion = MngNegocioComision.Update_Comision(
    objComision, 
    Session["Crip_Opcion"].ToString(), 
    Session["Crip_Folio"].ToString(), 
    Session["Crip_Usuario"].ToString(), 
    permisos, 
    true);

// Determine final status based on payment components
if ((objComision.Zona_Comercial == "0") & 
    ((objComision.Combustible_Efectivo == Dictionary.NUMERO_CERO) & 
     (objComision.Peaje == Dictionary.NUMERO_CERO) & 
     (objComision.Pasaje == Dictionary.NUMERO_CERO)))
{
    objComision.Estatus = "5";  // No zone, no cash = Status 5
}
else if ((objComision.Zona_Comercial == "15") & 
         ((objComision.Combustible_Efectivo == Dictionary.NUMERO_CERO) & 
          (objComision.Peaje == Dictionary.NUMERO_CERO) & 
          (objComision.Pasaje == Dictionary.NUMERO_CERO)))
{
    objComision.Estatus = "5";  // Zone 15, no cash = Status 5
}
else
{
    objComision.Estatus = "9";  // Has cash components = Status 9
}
6

Notification and Tracking

The system sends email notifications to relevant parties at each stage.Notification Recipients:
  • Requester (on approval/rejection)
  • VoBo reviewer (on new submission)
  • Authorizer (on VoBo approval)
  • Finance department (on final authorization)
  • System administrators (special cases)
// Source: Comision_Aut.aspx.cs:3726-3747
List<Entidad> ListaAutoriza = MngNegocioMail.Obtiene_Mail(
    "VoBo", 
    Convert.ToString(detalleComision.Folio), 
    Session["Crip_Ubicacion"].ToString());

foreach (Entidad l in ListaAutoriza)
{
    if (l.Codigo != "")
    {
        string TipoMail = "VOBO";
        Usuario usu = MngNegocioUsuarios.Obten_Datos(l.Codigo, true);
        
        bool envio_mail = clsMail.Mail_Comision(
            Session["Crip_Secretaria"].ToString(),
            Session["Crip_Organismo"].ToString(),
            Session["Crip_Ubicacion"].ToString(),
            objProyecto.Dependencia,
            usu.Email,                               // Recipient
            usu.Nombre,
            Session["Crip_Nombre"].ToString() + " " + 
                Session["Crip_ApPat"].ToString(),   // Sender
            listaGrid,                               // Traveler list
            // ... commission details
            TipoMail,
            Session["Crip_Rol"].ToString(),
            Session["Crip_Cargo"].ToString(),
            MailBandera
        );
    }
}
Tracking Information:
  • Commission folio number
  • Current status
  • Approval/rejection dates
  • Comments and observations at each stage
  • Document generation timestamps

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Status Transitions

The following diagram illustrates the possible status transitions throughout the workflow:

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Status Code Reference

​
Status 0
Cancelled
Commission has been cancelled or rejected. Observations field contains rejection reason.
​
Status 1
Pending Authorization
Commission has passed VoBo review and awaits final authorization.
​
Status 5
Authorized (No Cash)
Commission is authorized but requires no cash disbursement. Common for commissions with only per diems in zones with no cash component.
​
Status 8
Pending VoBo
Commission awaits VoBo (Visto Bueno) approval from the designated reviewer.
​
Status 9
Authorized (With Cash)
Commission is fully authorized and includes cash components (fuel, tolls, transportation). Payment processing initiated.

​
Approval/Rejection Actions

​
Approving a Commission

When approving a commission, the reviewer or authorizer must:
  1. Review All Details
    • Verify traveler information
    • Confirm dates and destination
    • Check budget availability
    • Validate project information
  2. Make Modifications (VoBo only)
    • Adjust authorized period if needed
    • Modify days to be paid
    • Set appropriate payment zones
    • Configure per diem rates
    • Approve or adjust fuel/toll allowances
  3. Add Observations
    • Document any changes made
    • Provide justification for modifications
    • Note special circumstances
  4. Submit Approval
    • Click the “Autorizar” or “Ministrar” button
    • System validates all required fields
    • Status updates automatically
    • Notifications sent
// Source: Comision_Aut.aspx.cs:3703-3708
ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
    "alert('Se ha autorizado/ministrado correctamente la solicitud de comision número :" + 
    Session["Crip_Folio"].ToString() + 
    " , para iniciar tramite de viaticos correspondiente');", 
    true);
    
Crear_Tabla(permisos);  // Refresh the authorization queue
pnlDetalle.Visible = false;
Destructor();

​
Rejecting a Commission

To reject a commission:
  1. Enter Rejection Reason
    • Observations field is required
    • Must provide clear explanation
    • Document policy violations or missing information
  2. Cancel Commission
    • Click “Cancelar Solicitud” button
    • System validates observations are provided
    • Status changes to 0 (Cancelled)
// Source: Comision_Aut.aspx.cs:3768-3783
protected void btnCancelar_Click(object sender, EventArgs e)
{
    if ((txtObservaciones.Text == "") | (txtObservaciones.Text == null))
    {
        ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
            "alert('Debe anotar motivo de cancelacion de comision en campo observaciones');", 
            true);
        return;
    }
    else
    {
        MngNegocioComision.Update_estatus_Comision(
            "0",                                          // Status = Cancelled
            "", 
            Session["Crip_Folio"].ToString(), 
            Session["Crip_UbicacionAut"].ToString(), 
            "", 
            txtObservaciones.Text,                        // Cancellation reason
            true);
        
        pnlDetalle.Visible = false;
        Crear_Tabla(MngNegocioPermisos.ObtienePermisos(
            Session["Crip_Usuario"].ToString(), 
            Dictionary.PERMISO_ADMINISTRADOR_LOCAL));
    }
}
Cancelled commissions cannot be reopened. A new request must be submitted if the commission is still needed.

​
Comments and Observations

The system tracks observations at multiple stages:

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VoBo Observations

  • Entered by VoBo reviewer
  • Visible to authorizer and requester
  • Used to document changes or special conditions
  • Stored in Observaciones_Vobo field
// Source: Comision_Aut.aspx.cs:728-739
if ((detalleComision.Observaciones_Vobo == null) | 
    (detalleComision.Observaciones_Vobo == Dictionary.CADENA_NULA))
{
    txtObservaciones.Text = Dictionary.CADENA_NULA;
    txtObservaciones.BackColor = Color.Beige;  // Indicates editable
    txtObservaciones.Enabled = true;
}
else
{
    txtObservaciones.Text = detalleComision.Observaciones_Vobo;
    txtObservaciones.BackColor = Color.Empty;
    txtObservaciones.Enabled = false;  // Read-only once saved
}

​
Authorization Observations

  • Entered by final authorizer
  • Visible to all parties
  • Documents final approval conditions
  • Stored in Observaciones_Autoriza field
// Source: Comision_Aut.aspx.cs:756-764
if (detalleComision.Observaciones_Autoriza != "")
{
    Label60.Text = detalleComision.Observaciones_Autoriza;
    clsFuncionesGral.Activa_Paneles(Panel1, true);  // Show observation panel
}
else
{
    clsFuncionesGral.Activa_Paneles(Panel1, false);  // Hide if empty
}

​
Request Observations

  • Entered by requester during submission
  • Provides context and justification
  • Read-only during approval process
  • Stored in Observaciones_Solicitud field

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Multi-Traveler Commissions

Commissions can include multiple travelers (comisionados). The workflow handles this through:

​
Adding Travelers (VoBo Stage Only)

  1. VoBo reviewer can add additional employees
  2. System validates each traveler:
    • No pending commission reports
    • Annual day limits not exceeded
    • No conflicting travel dates
    • Special permissions if needed
// Source: Comision_Aut.aspx.cs:221-534 (simplified)
protected void dplComisionados_SelectedIndexChanged(object sender, EventArgs e)
{
    // Validation: Check if already added
    foreach (GridViewRow row in GridView1.Rows)
    {
        if (row.Cells[1].Text == dplComisionados.SelectedValue.ToString())
        {
            ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
                "alert('El usuario ya se encuentra agregado para esta comision');", 
                true);
            return;
        }
    }
    
    // Validation: Check pending reports
    string ultimaFechaComision = MngNegocioComision.Obtiene_Max_Comision_Comprobar(
        dplComisionados.SelectedValue.ToString());
    
    // Validation: Check annual day limits
    double totalDias = clsFuncionesGral.Convert_Double(
        MngNegocioComision.Dias_Acumulados(
            dplComisionados.SelectedValue.ToString(), year));
    
    // If all validations pass, insert traveler
    MngNegocioComision.Inserta_Comision(/* ... parameters ... */);
    
    // Refresh traveler list
    Crea_ListaComisionados(Session["Crip_Folio"].ToString(), 
        Session["Crip_Opcion"].ToString(), 
        Session["Crip_Usuario"].ToString(), 
        lsEstatus, "", 
        Session["Crip_UbicacionAut"].ToString());
}

​
Removing Travelers

Local administrators and VoBo reviewers can remove travelers: 
// Source: Comision_Aut.aspx.cs:649-675
protected void GridView1_SelectedIndexChanged(object sender, EventArgs e)
{
    string CadenaELiminar = GridView1.Rows[
        Convert.ToInt32(GridView1.SelectedIndex.ToString())].Cells[1].Text.ToString();
    
    if (GridView1.Rows.Count > 1)
    {
        MngNegocioComision.Update_status(
            Session["Crip_Folio"].ToString(), 
            Session["Crip_UbicacionAut"].ToString(), 
            CadenaELiminar, 
            Session["Crip_Opcion"].ToString(), 
            clsFuncionesGral.ConvertMayus("baja por administrador"), 
            lsHoy);
        
        // Refresh traveler list
        if (Session["Crip_Opcion"].ToString() == Dictionary.AUTORIZA)
        {
            Crea_ListaComisionados(Session["Crip_Folio"].ToString(), 
                Session["Crip_Opcion"].ToString(), 
                Session["Crip_Usuario"].ToString(), 
                "1", "", 
                Session["Crip_UbicacionAut"].ToString());
        }
        else
        {
            Crea_ListaComisionados(Session["Crip_Folio"].ToString(), 
                Session["Crip_Opcion"].ToString(), 
                Session["Crip_Usuario"].ToString(), 
                "8", "", 
                Session["Crip_UbicacionAut"].ToString());
        }
    }
    else
    {
        ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
            "alert('No puede eliminar todos los comisionados');", 
            true);
    }
}
At least one traveler must remain on the commission. The last traveler cannot be removed.

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Best Practices

  • Review pending authorizations within 2 business days
  • Process urgent requests immediately
  • Set up email notifications for new requests
  • Monitor authorization queue regularly
  • Always provide observations when rejecting
  • Document reasons for modifications
  • Note special circumstances or exceptions
  • Keep observations professional and concise
  • Verify all system validations are satisfied
  • Check employee eligibility before approval
  • Ensure budget codes are correct
  • Confirm dates don’t conflict with other commissions
  • Coordinate with requesters on modifications
  • Notify finance department of urgent disbursements
  • Follow up on pending VoBo approvals
  • Escalate issues to administrators when needed

​
Troubleshooting

Possible Causes:
  • You are not the assigned VoBo/Authorizer
  • Commission is in wrong status for your role
  • Filter settings excluding the commission
  • Commission was cancelled
Solutions:
  • Verify your role assignment
  • Check commission status
  • Clear filters
  • Contact system administrator
Possible Causes:
  • You are in Authorization stage (fields locked after VoBo)
  • You lack VoBo or administrator permissions
  • Commission is already authorized
Solutions:
  • Verify your current stage (VoBo vs. Authorization)
  • Check your user permissions
  • Request VoBo reviewer to make changes
  • Cancel and resubmit if necessary
Possible Causes:
  • Employee has pending commission reports
  • Annual day limit exceeded
  • Conflicting travel dates
  • Employee already on commission
Solutions:
  • Ask employee to submit pending reports
  • Request special permission (VIAT or OFMAY)
  • Verify no date conflicts
  • Check traveler list for duplicates
Possible Causes:
  • Required fields are empty
  • Validation errors present
  • Missing budget information
  • System detected policy violation
Solutions:
  • Review all required fields (marked in red)
  • Check validation error messages
  • Verify budget codes are assigned
  • Review system validations

Authorization Overview

Learn about authorization levels and role responsibilities

Commission Requests

Create and submit commission requests

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