Travel Request Form and Template

What is a travel request form?

A travel request form is a form that gathers travel details from your staff members so you can approve their travel and reimburse their expenses. It's the ideal way to organize travel requests from your employees. The form can collect all the information on the traveler that your HR or administrative team will need when dealing with business travel budgets and future planning.

A travel expenses report is required for approval and reimbursing of business travel expenses. Write a straightforward report for your company by following our simple instructions or, if you want a faster solution or some inspiration, download for free our travel expenses report template.

Before a business journey, an employee has to submit a travel request form in which he/she provides information required for approval of the travel. The form includes an estimated budget as well. However, expenses are reimbursed based on the travel expenses report, a detailed report submitted after the business trip is over.

What informations a business trip application form should contain?

Travel for work is something most companies require. But before going on a business trip, the employee has to receive approval for travel. The travel request form follows the company’s policy for traveling and can differ from company to company. However, the form should include important information such as employee data, the purpose of traveling, estimated expenses, and the supervisor’s approval. Check out the following elements to write a travel request form:

• Information about the employee – The form should include all relevant data, such as the employee’s name, position in the company, department, and more.
• Information about the travel – The form should include the travel’s destination and the period the employee will skip work. It’s also important to know the exact dates of the traveling period.
• The purpose of the travel – Most companies require the exact reasoning for the trip and a short justification. The employee should justify why the journey is in the company‘s interest and what benefits will come from it.
• An estimated budget – Usually, employees can estimate their travel expenses, and most of them are paid in advance. Based on the travel purpose, costs may include plane and train tickets, gas and car-related taxes, meals and hotel fees, entrance fees to fairs and conferences, or training fees and accommodation during the training. On return, the employee will submit an Employee Expense Report and will provide receipts and invoices for all expenses made during the business travel.
• Signatures – A travel request form has to be approved by a manager or supervisor. It also has to include the employee’s signature and the date of the approval.

Note: this can be also used as an travel expense report.

How to plan and track business travel?

If you plan to track business travel for each of your employees and ensure that the coworkers know who is off and when note that LeaveBoard does this very efficiently. 

1. You have an attendance calendar with all the absences, vacations, traveling days, sick days, or work-from-home. This tool facilitates better transparency and ensures more confident planning.
2. The reports provide accurate information for payroll, who went to a business mission, when, and for how many business days. In this way, your accountants will be happy.
3. Within the dashboard, you can see your time-off balance. The number of vacation days, business travel, and other leaves of absence you have booked. All are instant, accurate, and easy to use.

In the image below you have a picture of the attendance tracker that allows to schedule business travel, vacations and more, while keeping your employees informed about who is off and when.

If you like what you're seeing, than don't wait no more. Register for an account and boost your team's efficiency and performance with our web-based planning and tracking app.

Download the travel request form template

Download the Travel request form

Download the travel expense report template

Download the Travel expense report

Travel Permission Letter

If you need to write in advance a permission letter to seek approval from your manager for the upcoming business travel, we do have a template that you can use to save you time and effort.