travel budget approval form

Trip approvals in business travel: what they are and why they’re important

When it comes time to approve trips, there’s a lot to keep in mind. That’s why we’re giving you a hand in understanding what they’re all about.

By Jessica Freedman

February 9, 2024

Trip approvals are an important but complex part of business travel. Having a comprehensive travel policy that allows your company to live up to its duty of care is fundamental to keep the control in your hands. Making the trip approval process as smooth as possible starts with creating a clear travel policy in which stakeholders know what to expect, and are clear on what is allowed and what isn’t allowed when it comes to business travel. Then by centralizing all this data in one place, you can be sure to not miss a beat.

We will look at the importance of trip approvals in business travel and how having the right travel management platform will help you manage and optimize business travel. We will also give you some tools to ensure that the whole process is streamlined. Before we get started it’s important to have in mind the following concepts: trip approval, duty of care and travel tracking, all of which are interrelated and help to improve the business travel experience.

What is trip approval?

Trip approval or pre-trip approval refers to approving elements of a business trip such as hotel reservations, flights, car rentals or trains prior to an employee being able to book their business trip. It’s a way businesses can keep their corporate travel policy under control, ensuring that a manager or supervisor has reviewed the travel policy and that each element of the trip is allowed as stipulated by the company’s guidelines. Trip approval is key for businesses to be able to enforce their policies, avoid overspending and keep travelers from going to high-risk destinations. 

What is duty of care?

Duty of care is about ensuring the safety or well-being of others. Employers have a duty of care to their employees to be sure they are happy, safe, and healthy when traveling and when at work in general. Trip approvals help managers and CEOs live up to their duty of care. Read more about duty of care.  

What is travel tracking?

Travel tracking or itinerary tracking is a way of monitoring travelers to make sure they arrived safely, which in turn helps companies live up to their duty of care. A corporate travel tracker is often built into a travel management platform allowing you to access a live traveler map so you can know where your employees are in the world and that they have made it safely to their destination. It’s a great way to keep in control and ensure that you fulfill your duty of care as an employer.

Managing the business travel approval process

The key to managing the business travel approval process is to find ways to stay in control and keep your travel spend on target. A great way to do this is by setting up a seamless travel approval process, which will keep travelers safe, keep them from traveling to risky destinations and ensure that you are able to keep an eye on how much your team is spending on flights, hotels, car rental and trains. 

Of course with the approval process comes some risks. For example, an employee may submit a trip for approval and then the price may go up, or the trip might expire before a manager can approve the request. With a travel management platform, the approval process can be easy.

When you automate your travel policy , you can also set up the process to suit you best with things like pre-trip green light, allowing travelers to ask for approval before they actually book. Travelers just need to enter information such as destination, dates, trip purpose, travelers and additional notes before submitting for approval. This way they can create trips from already approved requests.

How to stay in control of business travel

So now that you know the three most important elements of staying in control of your business travel program, let’s take a look at the 4 keys to staying in control.

1. Adapt the approval process to your company’s size

The business travel approval process can vary depending on the size and structure of your enterprise . Whether you’re an HR professional, an office manager , or from the finance department you will play a different role in the approval process, and also depending on how your company is set up. 

In a small company the process will generally be quite informal. In fact, it may just be the founder and a few employees who each represent a department but with no managers. In this case either the founder or the person in charge of finances might be in charge of approving trips. In a medium-sized company the office manager or HR department may set up the approval process, putting line managers in charge of approving their direct reportees trips.

The key is to adapt the approval process to your company’s size, involving as few people as possible to avoid any roadblocks. Once you’ve designated approvers, be sure that they all know and understand the travel policy. Definitely consider having pre-approval to avoid prices going up before someone has a chance to ok your trip.

2. Set up your approval process

Of course when setting up your approval process, it’s important to have a goal in mind, and to make sure to streamline the process. Think about how much you would like to spend on travel overall and designate a budget, and don’t forget to set up things like green light approval, which is like a pre-approval that makes it so travelers are pre-approved before they book.. Be sure to have a clear travel policy that makes it clear what is allowed and what isn’t. Don’t have a travel policy yet? Download now . 

Once you have your budget and travel policy designated, it’s time to make some decisions:  

• Who’s in charge of booking business travel?
• What does the process of getting a trip approved look like?
• Who will be the approvers?
• Who is responsible for creating the travel budget (this will often depend on the size of your company)?
• What’s the time frame for approving trips (ideally you would set up green-light approval so that people are pre-approved for their trips and they don’t have to risk missing the approval time limit)?
• Who is allowed to travel business class and who isn’t?
• What hotel star ratings are allowed?
• Will you allow or prevent refundable or non-refundable reservations?
• Will you allow employees to pay extra to select seats?
• What will your price cap be?

Finished answering all these questions? Then it’s time to move onto the next step.

3. Educate about the protocol

Whether you have a 3 person company or a 300 person company, protocols are clear to ensure that everything is clearly laid out and that there is nothing that slips through the cracks. It’s important that each person knows their role in the approval process, and that if an employee needs to ask for approval, how it works. If you have a travel management platform like GetGoing then you can automate the whole process, which brings us to the next step. 

4. Set up approval process in your travel management platform

Small and medium enterprises, or any sized company for that matter, will benefit from having a clear business travel process and this is where a travel management platform comes into play. Being organized when it comes to business travel is about having a clear procedure and managing everything in one place. 

Once you’ve decided who the stakeholders are, have created a travel policy, educated your staff about the protocol, it’s time to set up your approval process in the travel management platform. In GetGoing this can be configured easily by anyone with admin access to the platform. It’s a question of minutes before you’ll be able to get going with your business travel plans.

How GetGoing can help with the trip approval process

With GetGoing the approval process is a piece of cake. Simply set the business rules by automating your travel policy so that all bookings follow your travel policy. You can set up approvers in the backend and configure the green light approval, which allows travelers to ask for trip approval prior to booking so you don’t have to risk change of fares while waiting for approval. This is especially helpful in small companies where multitasking is a must. After all, you don’t want to be caught with your employee’s ticket price going up or by having passed the 12 hour limit for approval, as in both cases the trip will be canceled. 

Plus, with GetGoing you can automate trip approval flows, making the whole process easier. Navigate to the policy page within the app and you can set up this feature so that travel admins have the last say in keeping travelers safe and at the same time ensuring that the travel policy is upheld. 

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Business Travel Request Form Templates

Compare the experience of completing a travel request form in Excel vs. a mobile-friendly, online, customizable form.

With an online form, you can digitize your business travel approval processes, including automated workflows and routing.

Conditional Travel Request Process

This travel request process collects employee and travel information. It pre-fills fields such as employee name and manager automatically. Some travel data is dynamic e.g. the form ensures that your departure date is before your return date. The form also validates business constraints e.g. the maximum cost of travel and the maximum advance amounts are enforced. It's also signed digitally. The form then routes to a manager for approval and then conditionally to Finance and/or the Travel Desk depending on the data in the form. Finally, after completion, it emails a PDF of the entire travel authorization for the employee's records.

Compare it with using Excel (or Word or PDF or even paper). This kind of automatic conditional routing is not possible. After the manager approves, someone has to know to send it to either the Finance Department or the Travel Desk and manually email it for approval. It's a recipe for errors.

Basic Travel Request Process

This travel request form allows an employee to enter estimated expenses and business justification prior to travel and get it signed and approved by a manager / department head. The form also pulls employee information from a backend system, performs calculations automatically, validates dates and other fields, allows attachments and electronic signatures. At the end, it will email you a PDF of the completed process.

Compare it to using Excel. The spreadsheet can also perform calculations automatically. However, it can't pull logged-in employee information, needs to be printed so that it can be signed and must be sent around by email for approval. Electronic processes have huge advantages.

Simple Travel Request Form

This travel request form does not demonstrate frevvo's built-in workflow routing. The form pulls in employee data and pre-populates fields. It also displays dynamic behavior such as displaying a list of US States if the country is US but allowing free-form entry otherwise. It validates fields automatically but also uses a visual business rule to ensure that the selected return date is after the departure date. It also supports electronic signing. Finally, when the form is submitted, it simply sends an email for approval including a PDF of the travel request.

Automatic Calculations for Mileage Reimbursement

This approval workflow is used to reimburse employees for actual miles driven. Instead of requiring them to enter miles manually, it uses the Google Maps Distance API to compute mileage between city pairs and then automatically calculates reimbursement amount and totals. It's easier, faster and has fewer errors. The form also demonstrates digital signatures which verify the identity of the user signing it and guarantee that the signed data has not been tampered with.

Compare it to using Excel or paper. None of this functionality is possible. The online version saves time and reduces mistakes.

Travel Requests are an everyday business activity

Travel authorization and mileage forms are extremely common across all industries. They're used to ensure that business travel is undertaken only when necessary and also that costs are controlled. These forms apply business protocols automatically to guarantee that internal norms cannot be bypassed, the travel in question produces real business value and is pre-authorized. delivered, and the price being paid. The travel request form almost always includes one or more signatures.

What's on a travel request form?

• Your corporate logo and name.
• Information about the employee requesting travel including name, email, department etc.
• Details about the travel being requested including destination, estimated expenses.
• Business purpose for the trip.
• Line items for each part e.g. flight, rental car, hotel etc. with subtotals, grand total, taxes, discounts etc.
• Date of the request, along approval/rejection by a manager and any other optional approvals.
• Signatures of the employee, manager and other approvers.

Why use online forms vs Excel or paper?

• When employees waste time e-mailing Excel or chasing down signatures, they have less time to focus on what what really matters – customers, students or patients.
• Excel and paper forms cannot integrate with your SQL database or back end system. As a result, employees must manually fill in fields that could be auto-populated from available data. It's unproductive and error-prone.
• An Excel or Word document is almost always printed for signing. It's a waste of paper, costs money and is environmentally unfriendly.
• Sometimes, travel requests have complex authorization schemes. Employees get confused with instructions on paper and Excel forms, fail to get proper approval, send to the wrong person etc.
• An online travel request is always the latest, correct version. There's no way to use an outdated version as often happens with Excel.
• Everyone uses their mobile devices for work – Excel and PDF documents are incredibly difficult to use on mobile devices. Online forms make it easy.
• Automatic validation, maps, attachments, dynamic behavior to show/hide sections on-demand and other features common to online forms are simply impossible with Excel.

Why use electronic travel forms?

• They guarantee that business protocols are properly followed and cannot be bypassed.
• Form fields are automatically validated. This ensures that there are no mistakes or missing data and reduces unnecessary back and forth for corrections.
• They work on mobile devices and support digital signatures so managers can authorize travel requests from anywhere at any time.
• Integration with SQL databases and other business systems reduces data entry and errors saving employees valuable time.
• Since the electronic form is routed automatically, employees don't have to worry about reading detailed instructions, figuring out whose approvals they need and tracking down where the approval currently resides.

Why automate travel and mileage forms with frevvo?

frevvo provides 100% visual workflow automation software ( watch this short demo video to learn more ) that anyone in your organization can use to digitize these forms and processes without being an expert programmer. The system includes many built-in templates that you can use as starting points and all features needed for real business solutions such as a rich array of controls, visual business rules, drag-and-drop routing and a lot more. Sign up for a free 30-day trial and get started today .

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What is a business travel request form? (with free template)

What details appear on a travel request form.

• Employee name and contact information.
• The business purpose of the trip.
• Destination details.
• Departure and return dates.
• Predicted travel costs which are broken down by category. For example, airfares, other transportation, accommodation, and meal allowances.
• Notes of any visa requirements for international travel.
• Any relevant comments from the employee's manager.

Download your travel request form template now

Who works on a travel request form, the employee, the first level of approval, the second level of approval, related faqs, where can i find templates for a business travel request form, why use a request form for business travel, is using employee travel request forms the most efficient way to approve corporate travel.

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Step-by-Step Guide to Implement a Smooth Travel Request Workflow

Team Kissflow

Updated on 17 Oct 2023 • 2 min read

Travel requests are forms that need to be signed off in order for an employee to travel on company expenses. Approvers might include department heads, other top brass, and team members from the finance department. The forms may be printed paper sheets, or soft copy versions passed around online.

A travel request workflow is one of the most essential workflows for companies whose employees often need to travel for business.

Challenges of NOT using a travel request system

The lack of a proper travel request workflow poses the following challenges:

• A request & approval process that uses spreadsheets and emails is difficult to manage with scale and is not transparent.
• Also, when you use emails and spreadsheets for   travel management , there’s every chance that key information doesn’t reach the relevant person.
• No control over travel costs,   budget approvals   and limits required
• Poor management of business travel increases your spend and creates a lot of last-minute chaos.
• There are difficulties in enforcing travel policies.
• There’s a lack of spend visibility, and it takes a lot of time to get things done when you use manual processes.

Here’s an example   – the requester specifies the purpose of travel along with the travel plans, estimated cost, and cost center. The travel request is automatically routed for approval to the appropriate signing authority or authorities, based on the estimated total cost and travel advance requested.

How to streamline the travel request workflow

1. define your goals.

Start by defining your workflow with a name and a purpose- “Travel Request Workflow”. Identify the goals of having a travel approval workflow. Find if you want to cut back on time, improve efficiency, or make the process transparent. Also, consider the cost of implementing such a process.

2. Plan and map your process

Come up with strategies needed to achieve the goals and have a broad roadmap for the process. Identify the individual tasks, your teams and systems need to do in order to execute the plan.

3. Design the travel request form

The default travel request form in   Kissflow Finance   has been designed to capture requester details, travel details, project details, travel itinerary, accommodation requirements, and expense/ticket details. You can add or remove fields based on your requirements.

4. Define the travel request workflow

Once the form is ready, you need to design the sequential path of tasks that need to be completed. You can assign data entry and approval tasks to individuals. You can also automate approvals based on pre-defined criteria.

5. Set permissions

Once the workflow is ready, you can assign stakeholders and set permissions. Roles and responsibilities are assigned to individuals based on their tasks in the travel request workflow. You can even hide fields based on the confidentiality of the information and the access granted to employees.

6. Implement the process

After everything is set, you can publish the approval workflow. Employees can initiate travel requests and managers can approve it.

7. Improve the workflow

Once the system has been implemented and running for a while, it collects enough data to give you insights into how the approval process can be made faster and more efficient. You can find the average approval time, the time taken by individual users to complete their tasks, and other such information to know what needs to be done.

Essential features of travel approval requests

The travel request is automatically approved if all of the following conditions are met:

(1) Estimated travel cost is specified by the requester

(2) Estimated travel cost is less than the maximum travel cost allowed

(3) The travel advance requested by the requester is less than a predefined value.

Even if a single condition is not met, the travel request form is sent to the manager for approval, and then to the respective department head. Once the approvals are given, the request is sent to the admin team for making the travel arrangements and the finance team for providing the travel advance.

How Kissflow helps in travel request

With  Kissflow Finance & Ops Cloud , you can streamline all your key finance processes like travel requests, expense approvals, and budget requests. Get improved control over finance approvals and see your efficiency soaring. Sign up for a free trial and see for yourself.

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An Employee’s Quick Guide To Business Travel Request Form

Home » Corporate Travel » An Employee’s Quick Guide To Business Travel Request Form

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.

Pratyush is a traveling enthusiast who always looks for innovations in business travel management. He has 5 years of experience writing content on corporate travel management and working closely with expert business travel facilitators.

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Travel Request Form

Are travel requests slowing you down? This reusable travel request form template collects info from employees and routes requests to the proper parties, making it easy to automate and save your team time.

Free Travel Request Form Template For Streamlining Employee Requests

It’s time to simplify travel request forms. With this Docubee template, you can take the entire thing digital to save your employees precious time. 

• Fillable fields
• Automated email routing
• Digital signatures
• Document storage
• Full customization
• Digital document access

When to Use Travel Request Forms

Travel request forms allow employees to request approval for business travel, without the hassle of paper forms. Taking the process digital with Docubee ensures employees have access to their employee forms in a centralized location while making it easy for managers to review and approve time off.

See Our Travel Request Form Sample In Action

This video shows an example of the Travel Request Form Template in action. By watching this quick Travel Request Form Template video, you’ll see what it looks like for employees who will be submitting a form. Remember that all fields and inputs can be customized to fit your business.

Frequently Asked Questions

How do i create a travel request form, how do you write a travel request email.

• Your name and employee email
• The purpose of your trip explained in detail
• A requested budget and/or predicted travel costs
• Date of travel and return
• Any additional information your boss should know

What is a travel request form?

What is the purpose of a travel authorization form, put workflows to work for your business, seeing is bee lieving.

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Download Travel Request Form Template In Excel

Business management.

In a medium to big scale company, there are Business Travel Standard Operating Procedures (SOP) that needs to follow. When you are send to other cities or other countries to represent your company business. The SOP will start from the justification of business travel, business travel preparation and business travel request form.

Travel Request

‘Usually, finance or GA department will ask you to fill business travel request form as a condition to issue the cash advance or allowance need for the travel. And in some companies, there are already a rule about cash advance allocation which is usually base on employee position.

Travel Approval Request

There are a plenty of travel request form available in internet from complex one with many information needs to fill until the simple one. And I made a simple travel request form, that can be used as one of your references.

There are two worksheets inside the spreadsheet, as follows :

Request Form Worksheet

This is a form that you can fill with your cash advance request. Moreover, There is a budget column which is link with the company rules budget. This is use as your request reference. I put Group function on that cell, so you can hide or unhide the column by clicking the “-” (negative sign) or “+” (positive sign). As there are cells with blue colors that contain formula that will automatically calculate the total days of your business travel and the total amount of your request for request for reimbursement of travel expenses email.

Company Rules Worksheet

If you have company rules that is used as company business travel reference, you use this worksheet to copy the rules. Thus, If you don’t have company rules, you can start by filling the cells with reasonable budget.

Business Travel Request Form

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.

Download this Travel Request Form template in Excel Format

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Travel Request Form Template

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Travel Budget Worksheet

Are you planning a major trip? Will you be able to stay within your budget? Rather than just spending without a plan and then dealing with the debt for the next few years, use our travel budget template to list your travel expenses. It will help you estimate your total travel costs and see if you will be able to take your trip without going over budget.

License : Private Use (not for distribution or resale)

Authors: Jon Wittwer and Jim Wittwer

Description

This travel budget template makes it easy to enter your travel expenses for your next trip. The top section allows you to set a total budget, and as you enter your travel costs you can quickly see where the money is going, how much extra you'll have, or how much you'll need to add to your budget.

The worksheet is set up to let you enter a quantity and unit cost for each item. For example, for lodging you can enter the number of nights you will be staying and the cost per night. If you will be driving rather than flying, you can enter the total miles and the cost per mile. Remember to include both fuel and wear as part of the cost (see the link below for what the IRS uses as the standard mileage rate - $0.56/mile in 2014).

Additional Resources

• Be sure to check out our Travel Itinerary and Packing List templates.
• IRS Publication showing Standard Mileage Rates at irs.gov - You might consider using the standard mileage rate if you are estimating the cost of driving.
• Tips for Creating a Budget for Travel at wikihow.com - This article is actually a really good resource to help you remember what to consider when budgeting for a trip.

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Budget Approval Process Template

Create an approval flow for your company’s budget approval process with Jotform’s free Budget Approval Template! When someone fills out your budget approval form or expense request form, their submission will be sent to the first person in your approval flow — like a finance specialist — who will approve or deny the request. It will then automatically proceed to your company’s management until it reaches the end of your custom Budget Approval Template’s approval flow.

With Jotform’s drag-and-drop builder, you can create custom emails to send automatically at different stages, add new members, set up conditional logic or expiration dates, send notifications, and more. As form owner, you can keep track of the progress in your account’s inbox or in Jotform Tables. Eliminate time-consuming back-and-forth calls and emails and streamline your approval flow with a free online Budget Approval Template.

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Make your finance department as efficient as possible with Jotform’s automated Approval Templates for Finance. When you receive a submission through your online form, the submission will be forwarded to the first person in your workflow, who will choose to approve, deny, or forward the request. When the approval flow reaches its final decision, the person who filled out your form will receive an autoresponder email letting them know the outcome. To get started, choose a template below and customize it to meet your needs by adding more approvers, personalizing emails, setting up notifications, merging branches, and more in a few easy clicks! Approve budgets, invoices, reimbursements, and more with free online Approval Templates for Finance.

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Manage travel requests

You can track travel requests and expenses for your business easily with our templates.

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It is strongly suggested that writers review the travel guidelines and visit the travel center prior to budgeting travel for proposals.

The approved budget for a sponsored project may have a number of expenditure budget codes for travel expenses, if such expenditures were included in the proposal budget and approved by the sponsoring agency. The funds in this category are to be used to reimburse employees who must travel in connection with their sponsored projects.

All travel (either in-state or out-of-state) must be approved based on the Authority Levels for Approving Travel found under section 701.4 Troy University Contractual, Financial and Personnel Authority Level .

Principle Investigators (PIs) or grant employees must complete an Application for Travel Approval form before a trip is taken with the exception of travel between Troy University campuses. This approval form is not necessary if the trip occurs between Troy University locations. Approving authorities (department heads) have the discretion to decide what level of expense is substantial. All trips must be approved by the traveler's supervisor. Travel on a sponsored project is reimbursed at approved university rates. 

After travel has been completed the traveler must complete an Travel Reimbursement Form . This form is required when requesting a reimbursement for either in state or out state travel expenses. Attach the signed Application for Travel Approval form to the Expense Account Form once the trip is completed.  If the proper approval is not attached to the reimbursement packet, the request for trip reimbursement will be returned to the employee's supervisor.

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FREE 7+ Sample Travel Budget Forms in PDF | MS Word

Sample Business Budget Forms - 7+ Free Documented in PDF, DOC

Sample budget forms, 19+ sample travel forms.

On the bright side, creating a budget plan makes planning for your trip even more fun. A budget plan helps you manage your expenses and lets you determine how much extra money you have left over that you can use to spend on miscellaneous expenses and how much money you need for essential expenditures, such as transportation, food, and accommodation.

Business Travel Budget Form

Size: 28 KB

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Whipping up a plan of expenses when going on a trip does not only help you manage your finances abroad; it also saves you from using your credit card countless of times without monitoring it, leaving you with a ton of debt and bills to pay when you return from your trip. Below are tips and tricks to help you craft the perfect budget plan for your vacation so you can worry less and enjoy more.

Determine How Much You Can Afford

Figure out how much cash you have available to be allotted for your trip and keep in mind the ongoing expenses you will still need to take care of when you get back, such as mortgage, rental dues, utilities, etc. One way to enjoy your vacation is to be worry-free, and managing your financial obligations well allows you to do just that.

Use Budget Planning Tools

Using budget planning tools helps you to physically see your estimated expenses. Our Budget Forms and Sample Budget Forms provide accessible and flexible budget plan templates for you to use so that you can manage your budget for your vacation.

Determine Your Transportation

Exploring your options for transportation to get to your destination allows you to be flexible with your budget. Air travel is the quickest but the most costly option. Try to canvass the expenses you may incur if you take a train, a coach bus, rental car, or a ship to reach your destination. Also, try to consider using local means of transportation to go around once you reach your destination, or compare prices to get the best value if you decide to rent a car.

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Look for Best Priced Hotel Accommodations

Another item you need to tick off your checklist will be the cost for hotel accommodations or lodging expenses. Try to pick a hotel that is near the attractions that you are wanting to see to help you save on costs for transportation. Canvass for hotels early; booking a room at least 3-4 months before the check-in date will usually be cheaper.

Food is one way to truly experience the culture of a city or a country. You may want to try different restaurants, street food, or native delicacies to help you have a more cultured experience during your trip. However, if you’re traveling on a skimpy budget, consider getting a hotel room that has a kitchenette or a microwave so you can make your own meals or do grocery shopping to save on the cost for food.

Have Extra Emergency Funds

Travelling can be fun, but necessary expenses might suddenly pop up once in a while as you go along your trip. Have some little money set aside for when you need to spend on something that is outside of your budget plan or for emergency situations.

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