Help CenterTravel Request – Car Rentals
Module: Operations Management → Travel Request
The Car Rentals tab allows users to register rental vehicle details associated with a Travel Request.
This includes pick-up and drop-off locations, dates, times, and estimated costs.
Car Rental entries contribute directly to:
- The automatic itinerary (pick-up and drop-off events)
- The overall travel budget
- The approval workflow
Each entry represents one vehicle rental period.
1. Access Path
Travel Request → Open a Request → Car Rentals Tab
2. Purpose of the Car Rentals Tab
Use this tab to document all vehicle rentals needed for the trip, ensuring:
- Accurate planning of transportation between locations
- Clear visibility of rental periods and transitions
- Automatic itinerary generation
- Cost estimation for approval and budgeting
Both long-term rentals and short, local rentals can be registered.
3. Car Rentals List
The list view displays all car rental entries added to the request.
Columns typically include:
- Origin (Pick-Up Country / City)
- Destination (Drop-Off Country / City)
- PickUp (Date & Time)
- Return (Date Date & Time)
- Duration (calculated)
- Estimated Cost
Users can also:
- Add new car rentals
- Edit or delete entries
- Export the list for reporting
- Sort or filter by dates , locations, or costs
4. Adding a Car Rental
Click Add Car Rental to open the rental creation form.
4.1 Required Fields
| Field | Description |
|---|---|
| Pick-Up Country | Country where the vehicle will be collected |
| Pick-Up Date & Time | Start of the rental period |
| Drop-Off Date & Time | End of the rental period |
4.2 Optional Fields
| Field | Description |
|---|---|
| Pick-Up City | Local collection point |
| Drop-Off Country | If different from pick-up |
| Drop-Off City | Local return point |
| Estimated Cost | Total expected rental cost |
| Description | Notes such as rental agency or vehicle type |
5. How Car Rentals Affect the Itinerary
Each entry automatically creates:
-
Car Pick-Up Event
-
Car Drop-Off Event
These are shown chronologically in the Itinerary, alongside flights, hotels, and other travel components.
Each event displays:
- Pick-up/drop-off location
- Date and time
- Associated trip segment
- Estimated cost
This helps approvers understand travel flow and transitions between locations.
6. Recommendations
- Ensure the pick-up and drop-off details align with flight or train times.
- Use separate entries for different rental periods.
- Include approximate costs for better budget forecasting.
- Add notes such as “client-provided vehicle” or “local office rental agreement.”
7. Summary
The Car Rentals tab centralizes transport-by-vehicle information, ensuring:
- Clear documentation of rental plans
- Automatic itinerary generation
- Accurate cost visibility for approval and budget control
It simplifies travel planning by making all rental details accessible in one place.
8. Related Articles
Travel Request – Overview
Travel Request – Itinerary
Travel Request – Flights
Travel Request – Hotels
Travel Request – Buses
Travel Request – Trains
Travel Request – Others
Travel Request – Budget
Travel Request – Documents