Many companies require employees at every level to travel for work-related reasons. Whether it’s to work on a project for several months, attend a training conference for a few days, or for a same-day trip, a company usually has to cover the expenses associated with travel. Business trips need to be documented with the appropriate paperwork for accounting and management purposes, so your organization should have a travel request form for company use. Such a request form may also be used to help plan work and create staffing plans.
Depending on the home and destination locations, there are various travel options for employees to take. Plane tickets, rental cars, lodging, meals, and other expenses must be documented for business records and invoicing. Some companies have special arrangements with travel agencies or providers that will determine travel details. A travel authorization form can be designed to restrict travel options to certain companies. It also allows approving managers to be aware of the estimated costs for travel and plan accordingly with respect to budgets and funding sources. Having such a document avoids a situation where an employee books accommodations that are beyond budget limits or are otherwise inappropriate for business travel.
A trip request form template should include all the information needed for the purpose that this document serves. If it’s used for staffing planning, it should include information about the number of employees and the dates of travel. If the template will be part of a project or work authorization record, then the template should include information about a job ID, project number, or other funding sources for the travel. A complete travel approval request needs to include all information related to the proposed costs. A sophisticated, electronic template may even limit choices based on the type of trip or its duration. For example, a minimum or maximum distance may be required for an employee to opt for travel by plane versus car.
Your organization needs a consistent document that includes the same details for each travel request form. There may be regulatory requirements for work travel that is funded by federal, state, or local projects. Detailed record keeping is a must for a company, so a staff travel request form needs this info at a minimum:
Work processes that require approvals from people that aren’t co-located can benefit from an electronic platform. An employee travel request form needs to be completed, submitted, reviewed, and approved or rejected in a timely manner. If there are questions about granting approval, you can create a process that allows quick distribution of a form to facilitate discussions. A digital request form should be accessible any time, any place, irrespective of operating systems or devices.
Fluix brings you a flexible, lightweight, and scalable solution for processing and documenting travel requests for your business. You can quickly build a trip request form template that is easy to use and distribute among your entire team. You don’t have to understand coding or create apps for use on multiple devices or operating environments. Try our free, no-obligation 14-day trial to realize better travel request management for your company. Work smarter, not harder, with Fluix today.