Travel Request - Documents

Travel Request – Documents

The Documents tab allows users to attach supporting files to a travel request, ensuring that all evidence and relevant information is centralized in one place. This section is dedicated exclusively to file management—no additional data is entered here.

1. Purpose of the Documents Tab

Use this area to upload any files that support the travel request, such as:

• Flight, hotel, or train confirmations
• Visa or passport copies
• Event invitations, agendas, and meeting documents
• Approval forms or compliance documents
• Any other files required by company policy

All uploaded documents become part of the request and are available for reviewers, approvers, finance teams, or auditors.

2. Adding Documents (Before Approval Only)

You can add documents only while the Travel Request is not in the “Approved” status.

Once the request is approved, the Documents tab becomes read-only, meaning:

• You cannot upload new files
• You cannot delete existing files
• You can only view or download the documents already attached

This ensures the auditability and integrity of approved travel information.

3. How to Upload Documents

Before the Travel Request is approved, you can upload files using two simple methods:

A. Drag & Drop

Drag files from your computer directly into the upload area.

B. Browse

Click Browse to select one or multiple files from your device.

Common supported formats include PDF, Word, Excel, JPG, PNG, and ZIP (depending on configuration).

4. What You Can Do in This Tab

Actions available before approval:

✔ Upload documents
✔ Remove unwanted files
✔ Replace or update attachments
✔ Preview or download files

Actions available after approval:

✔ View documents
✔ Download documents
✖ Cannot upload
✖ Cannot delete

This rule ensures that approved travel requests maintain their integrity for financial and compliance processes.

5. When to Use This Tab

Use the Documents tab to:

• Attach all required support before submitting the request
• Provide evidence for approvers
• Centralize important documentation
• Facilitate post-trip review or audit