Travel Request: Step-by-Step Guide to Create Travel Request Workflow in 15 Minutes


February 5th, 2019 Travel Management  

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 Workflow

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
  • Travel plans are often made at the last minute, resulting in high ticket costs
  • No control over travel costs, budget approvals and limits required

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 estimated total cost and travel advance requested.

Here Are the Steps for Building the Travel Request Workflow ( Create Now )

  1. Define Your Goals
  2. Plan and Map Your Process
  3. Define the Travel Request Form
  4. Define Travel Request Approval Workflow
  5. Set Permissions
  6. Implement the Process
  7. Improve the Workflow

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.

Install travel request app

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. You can assign access to the designated users from your Google Apps domain.

Design the Travel Request Form

The default travel request form in KiSSFLOW 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.

define travel request approval workflow metrics

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. You can also take other actions like sending emails and initiating other apps during this stage.

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.

optimize the travel reimbursement app

Implement the Process

After everything is set, you can publish the approval workflow. Employees can initiate travel requests and managers can approve it.

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.

⋙ You’re just a click away from creating your own customizable travel forms in just 15 Minutes!

How to Build a Travel Request Workflow in KiSSFLOW

KiSSFLOW offers an easy 5-step wizard to build a travel expense tracker with approval workflow that can be used across the existing user base of your Google Apps domain.

The 5-step wizard guides the user through the process of creating their workflow and thereby eliminates any possibilities for users to miss out any steps.

When KiSSFLOW is added from Google Apps marketplace, KiSSFLOW automatically syncs Users/Groups from your domain. You can assign them as workflow participants and collaborate with them on your workflows.

Say Goodbye to Tedious Manual Travel Request Process

KiSSFLOW frees up your time by automating your mundane travel approvals in less than 15 minutes. Try for free!