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Introduction

The SMAF authorization system manages the approval workflow for travel allowance and expense requests within the Mexican Federal Public Administration. The system implements a multi-level authorization process to ensure proper oversight and financial control.
The authorization system is designed to comply with federal regulations governing travel expenses and allowances for public servants.

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Authorization Levels

The SMAF system implements a three-tier authorization hierarchy:

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1. VoBo (Visto Bueno - Approval)

The VoBo level represents the first authorization stage in the workflow. Key Responsibilities:
  • Review and validate travel request details
  • Verify project information and budget allocation
  • Approve or modify requested dates and allowances
  • Add comments and observations
  • Forward approved requests to the authorization stage
Status Code: 8 Workflow Actions:
  • Review commission details including dates, destination, and objective
  • Validate authorized period and adjust days if necessary
  • Set payment zones and per diem rates
  • Approve transportation and fuel allowances
  • Manage multi-traveler commissions
// Source: Comision_Aut.aspx.cs:686-750
if (psOpcion == Dictionary.AUTORIZA)
{
    detalleComision = MngNegocioComision.Detalle_Comision(psFolio, psUbicacion, "", "");
    btnAccion.Text = "AUTORIZAR";
    Label8.Text = clsFuncionesGral.ConvertMayus("Autorización de comisión número :  ") 
                  + detalleComision.Folio;
}
else // VOBO
{
    btnAccion.Text = " Ministrar ";
    detalleComision = MngNegocioComision.Detalle_Comision(psFolio, psUbicacion, "", "8");
    Label8.Text = clsFuncionesGral.ConvertMayus("Visto Bueno de comisión número :  ") 
                  + detalleComision.Folio;
}

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2. Approver (Autorizador - Authorization)

The Approver level handles the final authorization before financial disbursement. Key Responsibilities:
  • Final review of VoBo-approved requests
  • Authorize budget items and payment methods
  • Generate official authorization documents
  • Update commission status to approved
  • Initiate payment processing workflow
Status Codes:
  • 1 - Pending Authorization
  • 5 - Authorized (no cash disbursements)
  • 9 - Authorized (with cash disbursements)
Special Capabilities:
  • Modify authorized periods
  • Adjust fuel and toll allowances
  • Assign vehicles and transportation
  • Process international travel rates
  • Handle mixed per diem types (rural/commercial)
// Source: Comision_Aut.aspx.cs:3649-3663
if ((objComision.Zona_Comercial == "0") & 
    ((objComision.Combustible_Efectivo == Dictionary.NUMERO_CERO) & 
     (objComision.Peaje == Dictionary.NUMERO_CERO) & 
     (objComision.Pasaje == Dictionary.NUMERO_CERO)))
{
    objComision.Estatus = "5"; // Authorized without cash disbursement
}
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"; // Special zone without cash
}
else
{
    objComision.Estatus = "9"; // Authorized with cash disbursement
}

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3. Local Administrator (Administrador Local)

Local Administrators have elevated privileges combining both VoBo and Authorization capabilities. Special Permissions:
  • Can directly authorize without VoBo stage
  • Bypass standard workflow for urgent requests
  • Manage commission cancellations
  • Access administrative configuration settings
  • Process and ministrar (disburse) funds
Permission Code: PERMISO_ADMINISTRADOR_LOCAL 
// Source: Comision_Aut.aspx.cs:54-83
public void Crear_Tabla(string psPermisos)
{
    if (psPermisos == Dictionary.PERMISO_ADMINISTRADOR_LOCAL)
    {
        // Administrator can authorize directly
        clsFuncionesGral.Activa_Paneles(pnlAutoriza, true);
        dplAutoriza.DataSource = MngNegocioComision.Obtiene_Solicitudes(
            Dictionary.AUTORIZA, 
            Session["Crip_Usuario"].ToString(), 
            "1");
        
        // VoBo panel is hidden for administrators
        clsFuncionesGral.Activa_Paneles(pnlVobo, false);
    }
    else
    {
        // Regular users see both panels
        clsFuncionesGral.Activa_Paneles(pnlAutoriza, true);
        clsFuncionesGral.Activa_Paneles(pnlVobo, true);
    }
}

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Role Responsibilities

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VoBo Reviewers

Primary Functions:
  • Receive new commission requests (Status: Pending VoBo)
  • Validate request completeness and accuracy
  • Modify commission parameters if needed
  • Add observations for the requestor
  • Forward to authorization or reject
Interface Capabilities:
  • Edit authorized periods
  • Adjust days to be paid
  • Set payment zones (commercial/rural)
  • Configure per diem types (tariff-based or standardized)
  • Manage transportation and fuel requests
  • Add additional travelers to commissions
VoBo reviewers must ensure that authorized periods do not exceed the requested dates without proper justification.

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Authorizers

Primary Functions:
  • Review VoBo-approved requests
  • Final budget authorization
  • Generate official commission documents
  • Update status to authorized
  • Cannot modify most fields (read-only after VoBo)
Restrictions:
  • Cannot change authorized periods (set by VoBo)
  • Cannot modify payment zones
  • Cannot add/remove travelers
  • Can only add final observations
// Source: Comision_Aut.aspx.cs:1163-1239
if ((psOpcion == Dictionary.VOBO) | 
    (psPermisosAdmin == Dictionary.PERMISO_ADMINISTRADOR_LOCAL))
{
    // VoBo or Admin: Full edit capabilities
    pnlPeriodoautorizado.Enabled = true;
    chkMedioDia.Enabled = true;
    dplZonas.Enabled = true;
    dplPagos.Enabled = true;
    pnlAgregaComisionados.Visible = true;
    GridView1.Enabled = true;
}
else // Authorizer only
{
    // Authorizer: Read-only mode
    pnlPeriodoautorizado.Enabled = false;
    chkMedioDia.Enabled = false;
    dplZonas.Enabled = false;
    dplPagos.Enabled = false;
    pnlAgregaComisionados.Visible = false;
    GridView1.Enabled = false;
}

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Local Administrators

Primary Functions:
  • All VoBo capabilities
  • All Authorizer capabilities
  • Direct authorization without VoBo stage
  • Cancel/reject commissions at any stage
  • Override system validations when justified
Special Actions:
  • Delete travelers from multi-person commissions
  • Modify vehicle assignments
  • Process urgent requests
  • Handle special permission cases

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Authorization Hierarchy

The system automatically determines the approval chain based on the requester’s role and administrative unit: 
// Source: Comision_Aut.aspx.cs:354-356
Usuario objUsuario = MngNegocioUsuarios.Obten_Datos(dplComisionados.SelectedValue.ToString(), true);
Vobo_Aut = clsFuncionesGral.Obtiene_Jerarquico(objUsuario);

// Vobo_Aut[0] = VoBo approver user
// Vobo_Aut[1] = Final authorizer user

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System Validations

The authorization system enforces several business rules:

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Annual Day Limits

Commissioned employees have annual limits on travel days according to federal regulations.
// Source: Comision_Aut.aspx.cs:331-344
double totalDias = clsFuncionesGral.Convert_Double(
    MngNegocioComision.Dias_Acumulados(dplComisionados.SelectedValue.ToString(), year));

if (totalDias >= clsFuncionesGral.Convert_Double(
    clsFuncionesGral.Convert_Decimales(Dictionary.DIAS_ANUALES)))
{
    // Check for special permission from Official Mayor
    lsPermisosEspeciales = MngNegocioPermisos.ObtienePermisos(
        dplComisionados.SelectedValue.ToString(), "OFMAY");
    
    if (lsPermisosEspeciales != "OFMAY")
    {
        ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
            "alert('Employee has exceeded annual travel days limit');", true);
        return;
    }
}

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Pending Reports

Employees with pending commission reports cannot be added to new commissions unless they have special authorization.
// Source: Comision_Aut.aspx.cs:264-327
string ultimaFechaComision = MngNegocioComision.Obtiene_Max_Comision_Comprobar(
    dplComisionados.SelectedValue.ToString());

if (ultimaFechaComision != null)
{
    DateTime fechamasdiez = Convert.ToDateTime(ultimaFechaComision).AddDays(10);
    bool DIFERENCIA = (Convert.ToDateTime(lsHoy) > fechamasdiez);
    
    if (DIFERENCIA)
    {
        // Check for special VIAT permission
        if (lsPermisosEspecialesVIAT != "VIAT")
        {
            ClientScript.RegisterStartupScript(this.GetType(), "Inapesca", 
                "alert('Employee has pending commission report exceeding 10-day grace period');", 
                true);
            return;
        }
    }
}

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Best Practices

  • Carefully review all request details before approval
  • Verify budget availability for the project
  • Ensure authorized dates align with project schedules
  • Add clear observations if modifications are made
  • Check employee eligibility (no pending reports)
  • Verify VoBo approval completeness
  • Confirm budget codes are correct
  • Review all observations from VoBo stage
  • Generate authorization documents promptly
  • Ensure payment method is properly configured
  • Use direct authorization only when justified
  • Document reasons for workflow bypasses
  • Monitor pending authorizations regularly
  • Process cancellations with proper observations
  • Review special permission requests carefully

Approval Workflow

Detailed workflow from submission to final authorization

Commission Requests

Learn about creating and submitting commission requests

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