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.
How does it looks like?
- 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.
- 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.
- 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.
[City, State, ZIP Code]
[City, State, ZIP Code]
Subject: Request for Travel Permission
Dear [Recipient's Name],
I hope this letter finds you well. I am writing to formally request travel permission for an upcoming business trip that is essential for [Company/Organization Name] and aligns with our strategic objectives.
Purpose of Travel:
The purpose of this business trip is to [briefly describe the purpose of the trip, such as attending a conference, meeting with clients, or exploring potential business opportunities]. This trip presents a valuable opportunity for [Company/Organization Name] to [outline the specific benefits and outcomes expected from the trip].
- Destination: [Name of the destination city/country]
- Dates of Travel: [Start Date] to [End Date]
- Mode of Transportation: [Specify the mode(s) of transportation, such as air travel or ground transportation]
- Accommodation: [Provide details of the planned accommodation during the trip]
Benefits to [Company/Organization Name]:
- [Explain the potential benefits and outcomes of the trip, such as establishing new business partnerships, enhancing existing client relationships, acquiring knowledge or industry insights, or contributing to project development and implementation]
- [Highlight any potential financial or growth opportunities that may arise from the trip]
Safety and Security Measures:
I understand that [Company/Organization Name] prioritizes the safety and well-being of its employees. In light of this, I assure you that I will adhere to all necessary safety and security protocols during my travel. I will comply with travel advisories, follow health guidelines, and stay updated with changes in local conditions or regulations. I will also maintain regular communication with [Company/Organization Name] and promptly report any significant updates or issues.
Budget and Expenses:
I have prepared a detailed budget proposal outlining the estimated expenses for this trip. The proposed budget covers transportation, accommodation, meals, and any other relevant costs. I am confident that the expenses associated with this trip are justified and align with [Company/Organization Name]'s budgetary guidelines.
I kindly request your approval for this travel arrangement at your earliest convenience. I am available to discuss any further details or address any concerns you may have regarding this travel request.
Thank you for considering my request. I believe that this trip will contribute significantly to [Company/Organization Name]'s growth and success. I look forward to your positive response.