Travel Request - Overview

Travel Request – Overview

Module: Operations Management

The Travel Request feature allows users to plan, document, and request approval for business travel. It centralizes all travel-related details—such as flights, hotels, transportation, and budgets—into a single structured request that can later be reviewed and approved.

A Travel Request is composed of:

• A header section containing general information (name, dates, participants, projects).

• Multiple detail tabs where users define each component of the trip.

• An automatic itinerary built based on the items added in the detail tabs.

The landing page and the structure follow the same interaction patterns as other Operations Management features, ensuring consistency and ease of use.

1. Landing Page

The landing page lists all Travel Requests and provides quick access to their status and key information.

Key indicators include:

• Worksheet – Draft requests awaiting completion
• Submitted – Requests pending approval
• Approved – Requests validated through the approval flow
• Rejected – Requests denied

Users can:

• Create a new Travel Request
• Filter, sort, export, and manage column visibility
• Open any request to view or edit its details

2. Travel Request Structure

Each Travel Request is composed of two major parts:

2.1. Header Information

This section defines the high-level details of the trip:

• Name (required)
• Estimated Dates of the trip
• Participants assigned to the travel
• Currency used for cost estimation
• Projects linked to the travel
• Optional fields:
  • Reason
  • Comments
  • Per Diem Policy
  • Cost Centers

This information applies to the entire travel request.

3. Detail Tabs

Below the header, users can add all travel components through dedicated tabs.
Each tab acts as a specific category of travel information:

• Itinerary
• Flights
• Hotels
• Car Rentals
• Buses
• Trains
• Others
• Budget
• Documents

Each category includes its own form for adding and managing items.

4. Automatic Itinerary

The Itinerary tab is automatically generated based on the information entered in the other tabs (Flights, Hotels, Trains, etc.).

It provides a consolidated, chronological visualization of:

• Travel movements (origin → destination)
• Stay periods (e.g., hotel nights)
• Estimated costs
• Duration of each segment

The itinerary cannot be manually edited. It reflects the real-time structure of the trip based on the details added in the other tabs.

5. Example of Detail Tabs

5.1. Flights

Users can add flight details such as:

• Origin and destination (country, state, airport)
• Departure and arrival dates
• Seat and class preferences
• Duration and estimated cost

5.2. Hotels

Allows users to register hotel stays:

• Location
• Check-in and check-out
• Number of nights
• Estimated cost

5.3. Car Rentals

Includes:

• Pickup and return details
• Car type
• Driver needed or not
• Estimated cost

5.4. Other Transportation (Buses / Trains)

Capture additional travel needs:

• Travel route
• Departure/arrival times
• Duration
• Estimated cost

5.5. Others

Any additional travel activity that does not fit into existing categories.

5.6. Budget

Displays:

• Total estimated cost of the request
• Detailed breakdown of costs
• Reimbursable / Non-reimbursable totals

5.7. Documents

Users may upload supporting files such as:

• Receipts
• Travel confirmations
• Additional justification documents

6. Approval Workflow

Travel Requests follow the standard status lifecycle:

• Worksheet – Draft
• Submitted – Awaiting approval
• Approved – Fully validated
• Rejected – Not approved

Status changes can be tracked in the header’s action bar.

7. Summary

The Travel Request module provides a structured and comprehensive way for teams to plan business trips. By organizing all travel components into dedicated sections and generating an automatic itinerary, it ensures clarity, accuracy, and efficient approval management.

This overview introduces the full scope of the feature.
Each detailed tab (Flights, Hotels, Car Rentals, etc.) is covered in dedicated articles for deeper guidance.