In this project, we partnered with the NIH to develop a modern, accessible travel and reimbursement system. The initiative focused on improving clarity, usability, and consistency across their internal procedures for employee business travel.
Due to the confidential nature of this engagement, specific client references and internal documentation are not publicly shared.
Goal
Audit existing travel policies and expense procedures
Design user-friendly travel documentation (SOPs)
Digitize and simplify the claim process for employees
Deliver both a printable and digital/web version of the procedures
What We Delivered
Process Research & Analysis
Conducted interviews with staff and process owners
Audited existing documentation and internal policies
Mapped the full lifecycle of employee travel: planning, approval, booking, trip execution, and reimbursement
Documentation & SOPs
Clear, step-by-step Standard Operating Procedures (SOPs) for:
Pre-trip approvals
Booking travel within approved platforms
Conducting business travel
Claiming and submitting expenses
Post-travel audit steps
Delivered in two formats:
PDF Print Version (optimized for handbooks)
Internal Web Pages (responsive and navigable within their intranet)
UX/UI Design
Designed a web-based internal portal for SOP access
Easy navigation based on travel type, department, or user role
Used visual cues and tooltips to reduce confusion and improve self-service
Team & Tools
Business Analysts – led process discovery, stakeholder interviews, and workflow mapping
Designers – created the digital experience and documentation layout
Data Analysts – reviewed expense trends and made recommendations for streamlining internal approvals
