travel requisition meaning

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Travel requisitions

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Applies To: Project Operations for resource/non-stocked based scenarios

A travel requisition lists the expenses incurred for the purpose of travel. A travel requisition is submitted for review and can be used to authorize expenses.

You may be required to submit a travel requisition before you incur any expense that is charged to the organization. This requirement applies, regardless of whether you charge expenses to a corporate credit card, spend cash that you received from a cash advance, or incur out-of-pocket expenses that are reimbursed by the organization.

Travel requisitions and policies can be used to help manage organization expenditures. For example, if your organization is working on a fixed-price project that requires travel, the travel expenses of the project's team members must fit within the project budget. By requiring that travel expenses be approved before incurred, the organization can help make sure that the project remains within budget.

Configuration

Travel Requisitions can be configured as "mandatory" by enabling the "Pre-authorization of travel is mandatory" parameter in Expense Management Parameters.

Create and submit a travel requisition

• Go to My expenses: Travel Requisition , and select New travel Requisition .
• Enter a purpose and destination for the requisition.
• In the Travel description field, enter any additional information.
• For each of the expected expenses, such as Flight, meals, or car rental, create an expense line item. Include the estimated date, estimated amount, and the currency for each expense.
• When finished adding the expected expenses, select Save .
• When ready to submit the travel requisition, select Workflow > Submit .

You can view your approved travel requisitions under My Expenses: Travel Requisition .

View available travel requisitions

You can view all of your travel requisitions under My Expenses: Travel Requisitions .

Approve travel requisitions

Select the travel requisition that you want to approve, and then select Workflow > Approve .

Submit an expense report using your approved travel requisition

• Create a new expense report and in the expense report header, and from the list of approved travel requisitions, select Map to Travel requisition .
• The Travel requisition amount field is automatically updated in the expense report header.
• Add each expense incurred for the trip. If the Pre-authorized field is enabled, the reconciled amount and authorized amount for the specific expense category are updated.

When you map an expense report to an approved travel requisition, the transaction amount can't be greater than the authorized amount.

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Creating the perfect travel request approval process.

Sajit Chacko

Unfortunately, a persistent problem facing many with such aspirations is that they often find themselves in situations where the trips become a tiresome burden with exponentially higher costs than expected. 

Why is this, you wonder? Simply put, the chaotic, frustrating, and challenging task of working with outdated spreadsheet-based systems makes business travel nightmarish every step of the way. 

This problem is especially true for the archaic travel approval process, which makes trips unmanageable and unfeasible. We are here to tell the readers they don’t need to be.

This article will explore the travel request approval process, the challenges organizations face using older processes, and how creating a clear, automated workflow can help overcome these challenges. By the end of this article, you will understand why creating an ideal travel request approval workflow is essential to succeed in today’s competitive business environment.

What is a travel request approval process?

A travel request approval process is a series of actions that an employee or traveler follows to acquire management consent to implement a trip. 

This process typically begins with the employee filling out a travel request form outlining the trip’s details, including the destination, purpose, dates, and estimated expenses. 

The employee then forwards the request to the assigned administrative authorities and stakeholders through outdated methods of communication, such as email, for review. The review process involves managers and admins checking compliance with travel policies, estimating trip feasibility, verifying budget availability, and obtaining approvals from the other relevant organizational stakeholders. 

Based on such considerations, the request is either sanctioned or denied. Once approved, the employee can purchase flight tickets, reserve accommodations, and perform other necessary tasks to carry out the trip.

Why do you need a travel request approval workflow?

A travel request approval workflow is an excellent way to simplify the outdated, inefficient, and problematic process that most businesses continue to follow even today. A streamlined workflow ensures compliance with the corporate travel policy, improves planning efficiency, regulates costs, enhances communication, and increases security. 

Moreover, implementing one further ensures that travel expenses are quickly approved, transparent, and well-planned. 

Here are some of the real-world problems several businesses face which necessitate a systematic travel request approval workflow.

Limited control over expenses

Proper internal controls make it easier for businesses to track trip expenses, maintain compliance, and impose spending constraints. The main problem behind the manual travel request process is that it fails to establish such controls for employee expenses, causing widespread policy non-compliance and overspending. 

The situation worsens when too many stakeholders are involved in the decision-making process. When this happens, it becomes a challenge to manage or keep track of the approved expenses, often resulting in travelers exceeding their allotted budgets. 

On the other hand, a travel request approval workflow provides travelers with a framework that helps them stay compliant and within their budgetary limitations throughout the travel process. 

The ideal workflow should enhance the business’s expense controls while leaving no room for misinformation or miscommunication. Even when the business trip involves multiple travelers, an excellent workflow allows consistent policy compliance and expense transparency between the travelers and their respective departmental heads, managers, and admins.

Key information doesn’t reach the right people

When using manual systems, employees regularly encounter numerous roadblocks between them and acquiring the necessary travel permissions. This situation is especially true when requests are sent to an unnecessarily large number of stakeholders regardless of their role or relevance in the travel request process. 

There are bound to be information gaps, miscommunication, errors, and delays when this occurs. And critical information sometimes does not reach crucial decision-makers on time, considerably slowing down the process. 

Moreover, manual systems make it nearly impossible for travelers to make quick, time-sensitive decisions that could drive down trip costs. 

Instead, an automated travel request workflow system can guarantee that critical travel proposals and information is sent only to those with the utmost relevance to the nature of the proposal. 

This way, essential stakeholders are routinely kept informed and updated on the decision-making process. Such a level of transparency dramatically improves communication and reduces the risk of misunderstandings. 

By assigning priority levels to requests, you also ensure that administrators get instantly notified and attend to critical requests without delays. 

Manual processes are inefficient

Implementing and managing business trips through manual processes is a tedious task with several redundancies that causes delays and human error. 

Here, the time it takes for the itinerary, travel costs, trip expenses, and relevant justifications to be approved generally takes several days or weeks to get accepted. By this time, trip costs may dramatically escalate. 

On the other hand, an automated travel request approval workflow can significantly reduce the time to process such requests from days to mere minutes. Additionally, since the requests only reach the relevant stakeholders, there will be no misinformation and confusion, ensuring enhanced compliance. 

An added advantage to an automated travel request system is mobile functionality that allows requests to be sent directly to the mobile device of the relevant authority, along with automated expense reports. 

How to create the ideal travel request approval workflow

Let us walk through the steps you must take to create the perfect travel request approval workflow.

1. Understand what you want to achieve 

A good practice before you design a travel request approval workflow is first to analyze your current processes and the challenges you face with them. This analysis helps you identify problematic errors, redundancies, inefficiencies, and other significant issues in your workflow. 

Once you identify these issues, you will better understand what components need to be cut, reworked, excluded, and improved. This way, you can eliminate any problems disrupting your travel implementation process and feasibility. 

When you have ample information on what’s wrong, you can envision how your new travel request approval workflow should be and what it must help you achieve. 

A noteworthy recommendation is to automate, rework, and improve your existing systems rather than a complete system rehaul. Enhancing and automating existing systems facilitates familiarity, resulting in lesser adoption resistance from your employees. 

The ultimate goal should be to plan a workflow that dramatically improves time management, efficiency, transparency, and visibility when filling, submitting, and handling travel requests.

2. Consult all relevant business travel stakeholders

Manual processes generally require the proposal to be approved by administrators, managers, C-suites, finance teams, and the HR department before its implementation. Each of these departments has team members, further expanding the proposal’s organizational exposure. 

The first step to creating a workflow perfect for your unique business requirements is identifying the stakeholders relevant to the travel-decision making process. A good practice is to restrict the number of administrators charged with viewing and scrutinizing the requests and their contents to the lowest number possible. 

Modern automated systems provide stakeholders with excellent internal controls on expenses and approvals while increasing their overall visibility. In such a system, there is no need to involve more than a few stakeholders. 

The number of administrators entirely depends on the organization’s size. Smaller organizations may need lesser administrators and decision-makers involved in the travel request approval process. On the other hand, larger organizations generally have more travelers than SMEs and a higher volume of requests and expenses that require administrative attention. 

Factor in these considerations and decide the optimal number of stakeholders to review trip requests. Remember, the number should be manageable for the administrator or manager.

3. Map out the travel request approval workflow

The next stage is automating and mapping the proposals’ flow for your new travel request approval workflow. Ideally, this should involve requests to flow through stakeholders relevant to trip planning and with expertise in improving the trip’s productivity. 

This map should specify each member’s role in the newly automated process.

4. Setup a single management tool for easy access

The first thing you should do for your new workflow is to restructure your processes to eliminate redundancies from the previous systems, including redundant communication channels or any other aspect that may confuse stakeholders. 

Once you have centralized and organized your business travel approval process, you must increase the corporate travel policy’s visibility to reach all stakeholders. Doing so ensures that all employees are completely aware of the policies, procedures, rules, and limitations. 

The goal of this stage is to ensure that there are no more delays or back-and-forth communications between travel and non-travel stakeholders. A centralized travel management tool such as Tripeur can help businesses effectively achieve this quickly. 

5. Choose which line items to include

Carefully planning and detailing the workflow’s line items allows you to specify to your employees what travel details require mentioning and what is irrelevant. Such a practice guarantees uniformity between all travelers filling out and submitting requests. Everyone involved in trip planning provides managers and administrators with all the relevant details. 

Typical line items to consider in your travel request approval workflow include the trip’s purpose, assignment details, location, duration, and list of participating team members. It is also good practice to detail a breakdown of the estimated costs, including airfare, accommodations, ground transport, meals, and the overall total. 

How detailed you want these forms depend entirely on the level of granular supervision you wish to maintain. 

Specifying that your employees upload receipts online after a transaction is also essential to automate expense reconciliation. This practice eliminates needing to maintain, carry, store, and submit physical receipts. 

An automated system enables businesses to achieve this with ease. Such systems also allow companies to finetune the workflow by adding and removing fields to suit a business’s unique requirements.

6. Communicate the travel request approval process with your employees

For your new travel request approval process to work, it must first be communicated transparently to your stakeholders. Maintain a single uniform communication channel and make it the primary mode of inter-office communications. 

By doing so, you guarantee that your new travel request approval process promptly reaches all relevant parties detailing what is expected of them at every stage of the refined process.

7. Implement a travel request approval workflow and continuously tweak it

Your first attempt at creating a travel request approval workflow may not yield the best results. This is normal, as it is an iterative process with plenty of room for improvement. Perfecting your new approval process requires periodic performance reviews to spot redundancies, missing items, and other erroneous processes to improve your workflow routinely. 

Once you do this, place internal controls for stakeholders and clearly define their access levels. The goal here is to allow access to only the relevant stakeholders for every travel step of the travel process. Also, restrict access to information from stakeholders irrelevant to the approval process.

Once the controls are in place, test the approval process to identify and mitigate any lingering issues. Carefully test and monitor the new approval process for a predefined trial period till you iron out all the kinks. A good recommendation is to automate the system, which is an excellent way to increase your new system’s efficiency and speed tremendously. 

In conclusion, you should be ready to create your travel request approval workflow to improve compliance, control costs, increase efficiency & accuracy, streamline communication, and enhance security. If you need clarification on how to do this, don’t worry. 

You can consult a professional service provider that can do it for you at a fraction of what you would have to spend to implement one in-house. 

Simplify and implement the travel request approval workflow with Tripeur

Think of Tripeur’s platform as the swiss army knife of corporate travel, where every tool you need for corporate travel management is available to you within one platform. Sometimes, no amount of workforce or capital can improve an outdated and broken travel approval system. 

Instead, Tripeur and its expense module helps keeps the finance department in the loop by sending stakeholders automated expenditure alerts and reports through all stages of the travel booking experience. Our travel request approval process will ensure it keeps all relevant stakeholders informed and involved in the decision-making process, improving communication and reducing the risk of misunderstandings.

Better yet, our system supports e-receipts and automated reconciliation to help you create a seamless experience for travelers and other stakeholders. We provide you with all the tools necessary to develop a standardized process for examining if travel expenses align with its policies and regulatory requirements. 

With such a granular level of control, you will only authorize travel requests that comply with your organizational policies.

Our user-friendly software can tremendously simplify and improve your travel proposals system, where every approval will be instantaneously sent to the mobile devices of the right stakeholders. We can help you perpetually fix your corporate travel inefficiencies and simplify and implement travel request approval workflow while significantly lowering costs. 

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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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What is the Requisition Process? Understanding the Basics

Whether you’re part of a purchasing team, a procurement department, or an employee making a purchase, odds are you’re following some kind of outlined requisition process. There’s no one correct way to initiate a requisition process, but having a working process in place is essential to making smooth, and smart, purchases in most companies.

This post will address the importance and benefits of creating a standardized purchase requisition process, and explore ways to improve upon current practices so your large or small business can get the right internal approval, and better control over purchasing and spending.

What is a Purchase Requisition?

When an employee wants to make a purchase, they must submit a purchase requisition (PR), or formal request to buy that good or service. This PR submission usually starts with a purchase requisition form containing a detailed description of the purchase need (also a description of the product), specific items, budget item, department, and any related agreements or information needed for relevant approvers to review. It will also include an official requisition number that will be connected to the purchase. Why is a purchase requisition required? Usually a requisition system is in place to help route the PR to the right approvers. Once the PR is approved, a purchase order form can be filled out and an official purchase order + PO number will be issued.

What is the Process of Purchase Requisition?

The purchase requisition process should not be confused with the entire purchasing or procurement process. Purchase requisition refers to the events set in motion to request and gain approval for a purchase. What happens after the PR is approved can then be referred to as the PO process, or purchasing process from start to finish.

The Benefits of a Streamlined Purchase Requisition Process

A standardized and controlled purchase requisition process carries a lot of importance and supports the procurement process as a whole. Not only does it initiate the purchasing process, it helps teams track and trace important purchasing information, involve the right stakeholders and approvers, and establish a PO process that will help create an audit trial and lessen the chances of fraud.

Procurement software can help your team implement a streamlined requisition process by ensuring manual work human error are nearly eliminated and actions are expedited.

Understanding the Steps of a Purchase Requisition Process

Nailing the steps involved in the requisition stage of the purchasing process help create the foundation required for a healthy procurement process overall.

1. Purchase Request Submission

The employee who needs to make a purchase will submit the aforementioned purchase request and include all information required to accurately asses the purchase’s need and legitimacy.

2. Review by Relevant Approver(s)

The PR will be sent to the selected approvers depending on the need, department, cost, and various other factors.

3. Approval and PO Creation

Once the purchase requisition is approved, trusted suppliers can be sourced and selected. The PR can then be turned into a purchase order that will be sent to the supplier to get fulfilled. It will usually include a specified delivery date.

Why Purchase Requisition Processes Should Be Automated

Your organization’s finance team or purchasing department will benefit greatly from an automated purchase requisition workflow. Automation allows teams to handle multiple workflows, receive and review multiple purchase orders, order receipts accurately, and better process critical documentation.

Automated digital forms help do away with ad-hoc emails and messages, allowing users to better track both internal documents like vendor information and external document like payment terms. In a centralized database, teams can gather in-depth insights, make smarter business decisions, and most importantly control spending and cost savings.

NetSuite-Supported Automation

It’s easily understood why businesses aim to deploy a purchase order (PO) process on NetSuite. Doing so offers a number of benefits, including helping them achieve visibility, increase accountability, improve budget control and compliance, gain early involvement from the procurement team in purchasing activities, and reduce the friction that arises from the reliance on multiple communication channels and siloed systems. 

Unfortunately, when businesses attempt to launch a NetSuite PO process without addressing purchase requests (or requisition), many of these benefits are minimized, or they don’t happen at all. 

How Purchase Requisitions Can Complement the NetSuite PO Processes

If you’re currently running a purchase order process on NetSuite, you may have already encountered some or all of these issues:

• The PO is just a “rubber stamp” as requesters manage actual approval processes on emails, instant messages and Slack. 
• The order of things is flipped, because opening a PO on NetSuite requires having a vendor onboarded—but vendors need to be onboarded  after  the need is approved in a proper approval flow. 
• Mistakes happen often because opening a PO on NetSuite tends to be a technical task with a high likelihood of error. 

To alleviate these issues, modern organizations are adopting a requisition process alongside their NetSuite PO program. As a result, they’re achieving: 

• Improved, centralized collaboration involving all stakeholders, without siloed emails and spreadsheets.
• Transparency for requesters and approvers, including those who don’t have access to NetSuite.
• Smarter sourcing and vendor selection that happens at the right time in the process, and helps cut costs.

Reduction of risk and errors by keeping non-finance employees outside of NetSuite.

How a Requisition Process Complements NetSuite

When moving the approval process to the requisition stage, the result of an approved requisition is the generation of a PO in NetSuite. For many companies, this means there is no need for an additional PO approval process, keeping the PO handling to finance and procurement leaders. 

When optimizing purchase requests, it’s important to ensure that requesters can submit a new vendor request in parallel to the purchase request, since these always go hand-in-hand. This alleviates the frustration requesters often encounter when these processes take place on separate systems to which they may have limited or no access.

There are many requisition systems that can complement NetSuite on the market today. Some, like Approve.com, are purpose built. Others are generic workflow tools that can be adjusted to support the requisition process. Whichever route you choose, make sure the requisition system is easy to use (a beautiful interface goes a long way!), lightning fast (unlike most financial systems) and well integrated, so that approved requests automatically generate a purchase order in NetSuite.

What is the process of purchase requisition?

The purchase requisition process is initiated when a company needs to make a purchase. The buyer will submit a purchase request for a specific good or service and once the purchase request is approved, a purchase order is sent to the selected supplier (seller) to be fulfilled.

What does requisition mean in procurement?

Requisition in procurement is a request by an employee to make a purchase. Before making a request, the need should be recognized and suppliers should be researched. A purchase request can then be submitted and will wait to be approved by the employee’s supervisors, financial decision makers, or any approver already pre-defined according to company policy.

What is a requisition example?

An example of a requisition is any submission of a formal purchase request that initiates the purchasing process. An example of a requisition is a purchase request for 10 laptops. An approver will then have to decide if there is a need and a budget that allows for the purchase of 10 laptops.

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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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What is a requisition.

A requisition is an official request for an item or service , and is often used in the business or government sectors. It can be used to purchase anything from office supplies to large-scale construction projects. In some cases, a requisition is also used to authorize travel expenses or other employee costs. Understanding what a requisition is, when it’s necessary and how it works will help you properly manage your business finances and ensure that everything runs smoothly. In this article, we’ll cover all the basics of requisitions so that you can make sure yours are being handled correctly.

What is a requisition?

A requisition is a formal, written request for something, usually made to an authority or organization. The term is most often used in business settings, specifically in reference to requesting supplies or equipment. A requisition may also refer to the act of making such a request .

The different types of requisitions

There are several different types of requisitions, each with their own purpose. The most common type of requisition is a purchase requisition, which is used to request goods or services from an outside supplier . A project requisition is used to request resources for a specific project, such as materials, labor, or equipment. A personnel requisition is used to request new employees, either through internal promotion or external hiring. Finally, a travel requisition is used to request travel-related expenses, such as airfare, lodging, and rental cars.

How to create a requisition

Assuming you already have a requisition created and approved in your procure-to-pay system, the first step is to input your purchase requisition into the system . This can be done by following these steps:

1) Enter basic information such as the requisition title, description, department, and total amount.

2) If you are purchasing from a specific vendor , select them from the drop-down menu. Otherwise, leave this field blank.

3) Choose the type of requisition: one-time purchase or standing order .

4) Select the appropriate account code(s) from the drop-down menu(s).

5) Enter the expected delivery date.

6) If there are any special instructions for the vendor or internal department processing the requisition, enter them in the “Comments” field.

7) Click “Submit.”

What to include in a requisition

When creating a requisition, be sure to include the following information:

-The position title -A detailed description of the duties and responsibilities of the role -The qualifications and experience required for the role – The number of positions available – The expected start date for the role – The budgeted salary or wage for the role – The hiring manager’s contact information

When to use a requisition

A requisition is a form used to request something, typically within an organization. Most requisitions are used to request approval for a purchase or funding for a project.

There are many different types of requisitions and the process for submitting a requisition can vary from organization to organization. In some cases, requisitions must be approved by multiple people before the requested item can be purchased or the project can be funded.

Requisitions are often used when there is no set budget for the item being requested or when the amount being requested is over the set budget. Requisitions can also be used when the item being requested is not commonly stocked by the organization or when it is a custom made item.

If you are unsure whether or not you should submit a requisition, you can ask your supervisor or another member of your organization’s finance team .

In conclusion, understanding what a requisition is and how it works can be incredibly helpful in streamlining your business processes . By making sure that all parties involved understand their roles and responsibilities, you will ensure that the right materials are requested on time without any complications or delays. With an efficient requisition process in place, you can rest assured that your operations run smoothly and efficiently .

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Procurement 101

Defining Requisitions in Procurement

Reading time:

Majdi Sleimen

Key Takeaways:

• Requisition Definition: A requisition is a formal request or document within an organization to initiate the procurement of goods or services, serving as the initial step in the purchasing process.
• Components of a Requisition: It includes item details, budget and approval information, and department and requester information to ensure accuracy, financial oversight, and accountability.
• Requisition Process Flow: Involves identification of need, documenting the requisition, review and approval, and forwarding to procurement, streamlining the procurement journey.
• Importance of Requisitions: Requisitions streamline procurement, aid in budget planning, inventory control, and compliance, serving as foundational documents guiding subsequent procurement steps.

What is a Requisition?

A requisition is a formal request or document submitted within an organization to initiate the procurement of goods or services. It serves as the initial step in the purchasing process, detailing the specific items, quantities, and essential details needed by a department or individual. Typically, a requisition is generated when a department identifies a need for certain supplies, equipment, or services. Once approved, the requisition acts as the basis for creating a purchase order, guiding subsequent procurement activities. Requisitions play a pivotal role in maintaining organized and controlled procurement processes within businesses, ensuring that requests are properly documented, reviewed, and aligned with budgetary considerations.

REQUISITION DEFINITION IN PROCUREMENT

What does 'requisition' mean? In procurement, requisitions are made when employees or departments from within a company require additional goods or services in order to maintain their business operations. These internal company requirements are communicated by submitting a purchase requisition form - typically to a purchasing department or project manager. For example, if Jane is a construction worker who notices that a building site is running low on steel beams...

• Jane adds steel beams to a purchase requisition form.
• Jane submits her requisition form to her project manager, Jill.
• Jill approves the requisition before placing steel beams on a purchase order form (often abbreviated as 'PO').
• Jill follows through with the purchase order process by sending the PO to a vendor to procure the steel beams.
• The steel beams arrive at the building site or at a warehouse, and a goods receiving procedure is followed to confirm and document the delivery.

*Sometimes, additional steps and/or protocols are included in this procurement requisition process. You may also be interested in reading about the use of purchase orders vs requisitions . 

                    Download our free purchase requisition process quick-start guide

Components of a requisition, item details.

A requisition specifies the items or services needed, providing comprehensive descriptions, quantities, and any pertinent specifications to ensure accuracy in procurement.

Budget and Approval Information

It often includes details regarding budget allocations, cost estimates, and approval requirements, enabling financial oversight and control.

Department and Requester Information

The requisition identifies the requesting department or individual, streamlining accountability and providing clarity on who is initiating the procurement need.

Requisition Process Flow:

The requisition process typically involves several steps, starting from the identification of the need to the final approval for purchase. It usually follows these stages:

Identification of Need

An individual or department recognizes the need for specific items or services required for operational purposes.

Documenting the Requisition

The identified need is formalized into a requisition document, detailing all necessary information and requirements.

Review and Approval

The requisition is then reviewed, verified, and approved by authorized personnel within the organization. This step ensures alignment with budgetary constraints and compliance with company protocols.

Forwarding to Procurement:

Once approved, the requisition is forwarded to the procurement department or relevant personnel responsible for executing the purchase process.

Importance of Requisitions in Procurement

Requisitions play a pivotal role in streamlining the procurement process by serving as a structured and formal request for necessary items or services. They aid in budget planning, inventory control, and ensure compliance with internal regulations. Moreover, requisitions serve as a foundational document, guiding the subsequent steps in the procurement journey.

What is a Purchase Requisition Form?

The definition of a purchase requisition form is:.

An internal company document used by employees to communicate that goods or services are required, with details including time-frames, quantities, and order specifications.

Purchase requisition forms are usually assigned a requisition number when they're created, but what is a requisition number? A requisition number is a numbering system included on requisition forms to help accounting personnel verify the details surrounding purchased items in a company, and to let employees track the status of their requisitioned items. A requisition number is also useful for tracking the source of multiple requisitions that are placed upon a single purchase order form. When carrying out a goods receiving procedure that includes different branches or departments, received orders can be distributed by referencing the requisition numbers that are associated with them. Why are requisitions used? Rather than having employees order goods and services themselves, purchasing is channeled through qualified individuals by using the purchase requisition process . This allows procurement experts to approve, source, and negotiate with one or more vendors to facilitate efficient cost control and material management within a company. Did you know...

In modern procurement departments, e-procurement systems are typically used instead of traditional purchase requisition forms. This eliminates the clutter and confusion caused by physical paper trails, and automates documentation of the entire procure-to-pay (often abbreviated as 'P2P') process. The next time a colleague or friend asks "what do requisitions mean?" - fill them in with more than just the dictionary definition! 

Additional Resources:

• A Deep Dive into the Purchase Requisition Process
• Purchase Requisition vs Purchase Order
• Purchase Requisition Approval Process

What is Procurement Market Intelligence?

The strategic sourcing process is a cycle, so it cannot be done once and forgotten about. A cycle approach to […]

Procurement Policy for Nonprofits

Accounts Payable: 5 Business Enhancements

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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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Controlling the travel request process

Even with the use of collaboration tools at work, cloud computing and home office, it’s not possible, in some activities, to eliminate travel and face-to-face meetings.

And in order for these travel costs, food and accommodation – in many international cases – to be properly checked and verified without error, it’s necessary to model an efficient travel request process.

But where do you start? Who is involved? What are your steps and tasks?

If this is your dilemma at this time, please know that we have a travel request process flow ready for you to use in your company.

In addition to defining agents, tasks and decision-making criteria in line with good market practices, it was created by using free process modeling software .

The flow is fully editable to the needs and particularities of your business, in a very agile way, in the “drag and drop” style.

Download this travel request process template now by visiting this link: Travel Request Process . Just register and start using this and many other process flows from our library .

In addition, you can create the process diagram you want, using a user-friendly and intuitive. cloud-based BPMN tool , accessible from wherever you are, even on mobile devices.

See also: ITIL Incident Management Process Flow

Travel request process flow

The travel request process flow is relatively straightforward. It has a single gateway and three lanes, corresponding to the Applicant, Finance Department, and the Manager.

So, let’s take a look at what happens in each of these lanes.

See more: Service Desk Process Flow

1- Applicant lane

This employee is responsible for initiating the process by submitting a form and the corresponding invoices issued regarding travel expenses to the Finance Department, who will analyze them, as shown in the excerpt in the diagram below:

Check Out: The Vacation Request Process Flow

2- Financial Department lane

In this lane, the first task is expenditure analysis. The Finance department then sends this to the manager (in another lane) for reimbursement approval.

Then, upon returning to the Financial Department lane, the latter performs the expense payment and provides the receipt. This event marks the end of the process, see:

3- Manager lane

The manager’s action may change the direction of the travel request process flow if he doesn’t approve of the expenses.

In this case will lead to the cancellation of the refund, thereby determining the end of this flow.

Another Ready Diagram: Employee Dismissal Process Flow

A well controlled travel request process flow is a measure that goes beyond mere waste or unauthorized expense verification’s.

This type of procedure provides more transparency to organizational processes. Therefore, it reduces errors and makes this routine form of accountability more agile and often less embarrassing than the personal delivery of notes and handwritten forms to employees.

With HEFLO , a cloud-based BPMN software, you model processes in a much more agile, intuitive and enjoyable way.

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• Business Management
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Travel Request Forms and Templates

Travel request forms are forms filled by an employee who is bound to travel for business purposes. The purpose of a travel request letter is for a company to carter for the expenses during the entire travel period. This depends on the agreement of the employee and his or her employer. This article discusses the uses, purpose, and contents of a travel request form. Templates are also provided.

What is Travel Request Form?

This document incorporates all the details needed by a traveler to forward for approval from the management before commencing travel. The contents of a travel request form include destinations, travel dates, mode of transport, meals, accommodation, among others. The travel request form also shows a traveling place as well as the expenses incurred. This document can fulfill several purposes: securing permissions for travel or seeking approval from companies on behalf of the traveling employees.

Importance of Using Travel Request Forms

Just like any other business document, a travel request form carries significant importance.

These documents ensure that travels within the company are:

• Feasible: Sometimes, the resources and funds within a company can be limited. This makes it essential to ensure that every available resource is put into good use. By doing so, the company’s finances will be stabilized.
• Authorized: It is very important for travel requests to go through proper departments and channels before it gets authorized in a business.
• Organized: These forms can also be kept and stored for future reference. Given that there is a form for every purpose, you need to ensure that these forms are organized to prevent confusion and clutter. It also allows easier access to documents when one needs them for reference.

Steps to Write a Travel Request Form

In order to write a travel request form efficiently, you simply need to follow two steps in a detailed manner.

These two steps are as follows:

Provide the details of the traveler

In the travel request form, including details of the traveler. This information includes the full names, contact information, designation employee id, email id, and fax number. Besides, don’t forget to mention why you are going on the trip. This should be indicated in the transfer request form.

Provide information regarding the trip

You must provide information relating to the trip. This includes the date and time of departure as well as the arrival time. Other things to write include the travel schedule, mode of transport, accommodation, travel itinerary, and meals.

Information to be Included in a Travel Request Form

For your travel request form to be composed in the most efficient manner, you must include the following information in it:

Personal information

This is the information belonging to the traveling employee. The Information needed to be filled in this document includes the individual’s name, contact information, job position, and respective department.

Travel request information

This is the information regarding the actual trip. It includes the date of travel, the purpose of travel, the duration of travel, destination, and estimated cost of travel. It is important to ensure that all these details are indicated in the letter. 

Indicate travel expenses and information regarding sponsorship

A travel request form should indicate the trip’s estimated expenses, including costs of meals and accommodation, transportation expenses, travel expenses, and car rentals, among others. If the trip is being sponsored, remember to include the contact information and details of the sponsors.

Mention the names of all the authorized persons

You cannot forward a travel request form unless a higher authority approves it. This is why you should mention all the names of authorized individuals, leaving a space for their signatures.

Ensure you incorporate all terms and conditions

To ensure that everything is working properly and meets all the transparency standards, incorporate all the terms and conditions. They should be clearly described in your form to avoid any inconveniences.

Put Accurate Information in a Travel Request Form

You must provide accurate information in your travel request form.

Here are some of the reasons why it is essential to do so:

Accurate information is crucial in a travel request form. In a company, you might not be the only individual asking for a travel request. To avoid mix up, you should indicate the details in your form. Make sure that the name is written, your destination, and other crucial details.

Furthermore, accurate information increases trustworthiness. When it comes to finances, don’t indicate inaccurate figures. Some people get tempted to indicate higher figures so that they can pocket the extra cash. For example, don’t allocate an inaccurate accommodation fee so that you can pocket the extra money. You should always provide honest and accurate information in your travel request form.

Download Templates

You can download our free travel request form templates. These templates can also be customized to fit your preferences.

Companies require receipts for employee expenses for two reasons: to confirm that employees are spending money how and when they claim and to back up deductions listed on the business’s tax return.

The comment section of a travel request form should include remarks on the importance of the trip. If you are applying, back your application up by giving reasons why the trip is important.

It depends on the policies of the company. In some companies, once the funds have been availed, it is impossible to cancel the request. In most companies, however, you can cancel the request even after it has been approved.

Travel request forms play an important role in organizations. For the best outcome, you can use our prepared available templates. They are easy to use and can be customized.

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Official Travel Authorization

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• Current Revision Date: 01/2020
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Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

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