Many businesses demand that workers at every level travel for business-related purposes. A company typically has to pay the costs associated with travel, whether it’s to work on a project for several months, attend a training conference for a few days, or for a one-day trip. Your company should have a travel request form since business trips need to be properly documented with the necessary paperwork for accounting and management purposes. A similar request form could be used to help schedule tasks and develop staffing schedules.
Travel request form template Structure
Your company requires a standard document with the same information for each travel request form. For business trips financed by federal, state, or local projects, there may be legal requirements. A staff travel request form must include at least the following information because thorough record-keeping is essential for a business:
1. Employee Information
Provide information about the employee, such as name, employee ID, and operational group (such as sales, accounting, engineering, architecture, etc.). A company can track its travel expenses across various groups using the group information, and based on this information, forecast future travel budgets.
2. General Information for Travel
The form must include the destination, the hours and dates of the trip, and the rationale behind the request for travel authorization. You can also include a charge code or project ID here if they need to be connected to the request.
3. Information on anticipated travel expenses
A complete request form should contain all necessary information:
- Plane Tickets: Information on airlines, one-way and round-trip travel, and ticket prices
- Ground Transportation: This can include the approximate cost of using a taxi or ride-sharing services like Uber. If these services are required over the course of several days, the template can include an estimated per diem cost. Specific rental companies can be listed here with estimated costs based on the number of days or expected mileage if the employee or employees prefer to rent a vehicle. Utilizing navigation or mapping software, miles can be estimated.
- Accommodations: Your company may have special deals with specific hotel chains for discounted rates and other benefits. Here, you can also calculate the price per night using the internal organizational processes.
- Meals: Food expenses can be calculated as a maximum value per meal or on a per diem basis.
- Other Expenses: Additional purchases are required for the work that needs to be done while on the trip.
4. Signatories
The travel authorization form should have as many areas as possible for signatures, including those of the employee submitting the request and all supervisory approvals. Additionally, the form should have a place to keep supervisor review comments and other information needed for the record.
5. Payment Information
Some businesses let staff members use their own debit or credit cards to make purchases that will later be refunded. Others might restrict the use of corporate travel accounts to managers at specific levels.
This data should be included in the template so that users can choose the options that are best for them.
Who is responsible for the travel request form?
A travel request form typically goes through three steps, from creation to approval. Companies can expedite the procedure even though using forms to approve corporate travel takes more time.
Staff can tag the appropriate individuals and send notifications automatically when action is required by using apps like Google Docs.
An employee
When an employee needs to travel for work, they must begin the approval procedure by submitting a travel request form. They must compile all necessary information and present it to their superiors. Managers will review the request after it is submitted and will then decide whether to accept or reject the suggested itinerary.
Employees are prepared to begin making and organizing their travel arrangements once a form has been approved. If the request is denied, the worker must make the suggested changes before submitting it.
The initial stage of approval
The employee’s direct manager typically conducts the initial level of approval. They check request forms at this point to make sure the employee information is accurate and the estimated costs are reasonable. The manager will reject the request and offer suggestions for improvement if they find something wrong with any of the specifics, such as the intended use of the trip or the suggested cost. After the employee makes the necessary changes, the form is returned to them so that their manager can review it again.
The following level of endorsement
The following stage of the approval procedure is very similar to the previous one, but it is handled by a more senior employee. The same procedure is followed when a department head or C-level employee submits a business travel request form, checking it for errors and making sure the trip has a clear business purpose.
If the request for the trip is approved, the employee is free to begin making travel plans and setting up meetings. The travel authorization request form will now be archived by administrative teams. The request can still be turned down by management, who will then ask staff to make additional changes.
Suggested Read: Corporate Flight Booking Benefits For Companies And Travelers
Why a business travel request form is important?
The business travel request form guarantees that internal travel is:
1. Possibility
A company’s resources may occasionally be constrained. The finance managers can easily determine the total cost of travel by using travel request forms to develop a budget. It aids in keeping the business’s finances in order.
2. Authorized
For the proper use of a company’s resources and funds, all travel expenses must be approved by management. The management should be aware of all travel-related expenses so that budgets and funds can be allocated appropriately. Additionally, it aids in stopping any instances of employees making unauthorized reservations.
3. Organized
For billing and accounting purposes, all business trips must be properly documented with the necessary paperwork. The business travel request forms can also be kept for future use, clearing up any ambiguity or clutter about trips or expenses.
4. Well-managed
There won’t be any last-minute travel or expense hysteria because the staff members have added all the relevant information, including lodging and transportation. This aids in expediting reimbursements as it satisfies the requirement of all expenses being business-related under the accountable reimbursement plan.
The submission and approval processes can be facilitated by using a well-designed business travel request form with sections for clearly defining the trip and expense details. A travel request form is an essential part of any trip request and manage companies expenses on travel. Finally, corporate travel management platforms such as Paxes help in maintaining an easy approval and travel management flow of business trips.
Suggested Read: A Complete Guide To Business Trip Expense Management
Travel Request Form FAQs
What is a business travel request form?
A business travel request form is a document that employees use to request authorization and approval for work-related travel.
What information should be included in a business travel request form?
A business travel request form should include details such as the purpose of the trip, the destination, the travel dates, the estimated costs, and the expected business outcomes.
Who should approve a business travel request form?
The approval process for a business travel request form varies by organization. Typically, the form must be approved by the manager or supervisor of the employees and may require additional approval from the finance department or other stakeholders.
How far in advance should a business travel request form be submitted?
It is recommended that a business travel request form be submitted at least two weeks prior to the travel dates to allow sufficient time for approval, booking of travel arrangements, and other necessary preparations.
