Travel Request Form

User Guide: Travel Request Form

Overview

This Travel Request Form is designed to help employees submit comprehensive travel requests for business trips. The form collects all necessary information for approval, planning, and budgeting purposes.

How to Use the Form

1. Personal Information Section

• Employee Name: Enter your full legal name (required)
• Employee ID: Provide your company identification number (required)
• Department: Specify your department (required)
• Position: Enter your job title
• Email: Provide your work email address (required)
• Phone Number: Enter your contact number (required)

2. Travel Details Section

• Purpose of Travel: Select the primary reason for your trip from the dropdown menu (required)
• Destination: Enter the city and country you'll be visiting (required)
• Departure Date: Select your departure date (required)
• Return Date: Select your expected return date (required)
• Number of Days Away: This will auto-calculate based on your dates
• Preferred Transportation: Select your intended mode of travel (required)

3. Accommodation Details Section

• Hotel Accommodation Required: Indicate if you need hotel arrangements
• Check-in/Check-out Dates: Provide dates if hotel is required
• Preferred Hotel: Specify any hotel preference
• Special Requirements: Note any dietary needs, accessibility requirements, or other special considerations

4. Itinerary Details Section

• Detailed Itinerary: Provide a comprehensive schedule including:
  • Meeting times and locations
  • Transportation arrangements
  • Important contacts
  • Any other relevant details

5. Budget Information Section

• Estimated Cost: Provide the total expected cost in USD (required)
• Cost Center: Specify which cost center should be charged (required)
• Budget Code: Enter the appropriate budget code if known

6. Approval Section

• Supervisor Name: Enter your supervisor's name (required)
• Approval Date: This will typically be completed by your supervisor
• Additional Notes: Include any other relevant information

Form Features

Required Fields

Fields marked with a red asterisk (*) are mandatory and must be completed before submission.

Printing the Form

Click the "Print Form" button to generate a printer-friendly version of your completed form. This version hides the buttons and optimizes the layout for printing.

Clearing the Form

If you need to start over, click the "Clear Form" button to reset all fields.

Tips for Completion

1. Complete all required fields to avoid delays in processing
2. Provide as much detail as possible in the itinerary section
3. Double-check dates and cost estimates for accuracy
4. Consult your supervisor if you have questions about budget codes or cost centers
5. Submit the form well in advance of your planned travel dates

After Submission

Once you've completed the form:

1. Print a copy for your records
2. Submit the form to your supervisor for approval
3. Keep a copy of the approved form for expense reporting

Technical Notes

• The form is compatible with all modern web browsers
• The responsive design works on desktop, tablet, and mobile devices
• All data entered remains on your device and is not automatically submitted anywhere

For questions about travel policies or reimbursement procedures, please consult your employee handbook or contact the HR department.