travel advance request form excel

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Business travels are unavoidable these days, as with the growth of communication and technology more and more people are interacting each other to buy or sell products and services, within the nation or on the international level.

The Internet has made the contact easier and each and everything can be shared via computers. For further progress, businessmen send their designated employee to out of the city or international partner or client to settle business issues.

This travel includes business dealings, attending seminar or workshops or simple for a cheerful meeting. In every case, the person who is selected for the travel has to bear some expenses and for this, he needs some cash from the business travel budget.

As it is an official tour, therefore, everything is preceded in an organized manner, likewise, the employee has to fill in a form requesting for advance payments needed for the travel.

Although the amount is fixed and the employee is aware of it but for the formal practice, he has to write in words that he needs this sum of money for the traveling expenditure.

This advance covers the fuel charges, boarding lodging facilities, transport at the destination and the airfare.

Travel advance refers to the total amount of money which is paid to an employee by the company for his travel for official work. The amount is usually paid prior to business travel and in anticipation of the trip. An employee can fill a travel advance request form to get the payment.

Travel advance includes payments for:

• Any incident if happens ( only a few companies pay for this)

Travel advances are usually paid before the trip. This can be done in two ways:

• Cash is given to the traveler.
• Non-cash paid to vendors hired by the companies for the trip on behalf of employees.

The use of the credit cards has decreased the popularity of travel advance, as an employee makes his official trip on his expenses, and claims it later from the company. But still the benefits of travel advance cannot be neglected and most companies offer this perk to its workers.

The amount of travel advance varies from company to company and it depends upon the purpose and duration of travel by the worker. The travel advance can be paid for both national and international trips on behalf of the company. If the individual travels to a foreign country, he is supposed to be paid according to that country’s currency.

A travel advance request form shows the following:

• Name of an employee
• Designation of an employee in the company and his employee id
• Nature of visit/travel
• Date of departure and date of return
• Employee account number
• The expense of each subject like meals, lodging, travel, fuel, and others
• Total advance requested
• All receipts (food bills, parking bills, Telephone bills, fuel charges etc) must be attached.

The settlement of the form varies from one organization to another. Most companies pay the total expenses for official travel within fifteen working days. Usually, it is recommended to fill and submit travel advance request form two weeks before going on an official trip so that the form can be accessed and approved by the finance department. Complete, print and sign the form! This is as simple as that.

The travel advance request form encourages the employees to work and go out for official trips especially those who are sort with extra money for official trips.

About template

To write a travel advance request some technical vocabularies and format are applied, therefore software has designed free online templates for travel advance request form which eases both employer and the traveling employee. These forms are present with fully customizable options and easily downloaded to fill–in the specific travel advance request.

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11+ Travel Advance Request Forms

Travel advance request form is a financial document which is used to claim advance when an individual or employee is undertaking any travel, either for business or personal purposes. Usually, employees are required to travel on outdoor trips as part of their job description. To perform their duties professionally, they need to have a cash balance with them to meet day-to day expenses like; hotel stay, calling, documentation, food and traveling. Therefore, before going on these trips, employees usually claim an advance amount to meet expected cash expenses during a trip. A travel advance request form is a self-explanatory document, which needs little information to fill out . Once it is filled properly, an employee can send it for approval and reimbursement.

Importance of Travel Advance Request Form

A travel advance request form can be said to be a form of authorization for traveling tours. It serves the purpose of providing legal evidence in case of any mishap or accident that occurs during travel. Moving further, it is filled by the employee or individual either before going for travel or while going on travel. As per general practice, an employee is required to meet requirements by submitting documents or tour plans as described in their manual. If there is any credit limit attached by an organization to meet such expenses, then an employee must request to enhance the limit or add a daily cash allowance.

Details of Travel Advance Request Form

A travel advance request form holds colossal significance, not only for the organization itself but also for travel agencies. Therefore, it must look professional and include state-of-the art content. In order to prepare it professionally, there should be a specific format alone with a proper layout. Now, you can either prepare it by yourself or you can get the assistance of a professional expert or a website. If you know how to use various software programs, then it would be easy for you. However, if you are not good at preparing or designing a travel advance request form, then you should try to get assistance of any professional expert. Nevertheless, you will need to have a proper idea about the content of your form. This is because, an expert can give you a blank layout, but you have to insert content as you wish.

Free Travel Advance Request Form

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• File Type : application/vnd.openxmlformats-officedocument.wordprocessingml.document
• Uploaded : March 1, 2023
• Source : www.documents.dgs.ca.gov

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Travel Advance Request Template

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• Source : www.gvsu.edu

Travel Advance Request Format

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Blank Travel Advance Request Form

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Corporate Travel Advance Request Form

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Travel Advance Request Form Excel

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Travel Advance Request Example

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Travel Advance Request Form PDF

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• Source : www.ndsu.edu

E-Payment Travel Advance Request Form

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Travel Sponsor Advance Request Form

• Source : sponsoredprograms.buffalostate.edu

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Home » Business management » Travel Request Form

Download Travel Request Form Template In Excel

Business management.

In a medium to big scale company, there are Business Travel Standard Operating Procedures (SOP) that needs to follow. When you are send to other cities or other countries to represent your company business. The SOP will start from the justification of business travel, business travel preparation and business travel request form.

Travel Request

‘Usually, finance or GA department will ask you to fill business travel request form as a condition to issue the cash advance or allowance need for the travel. And in some companies, there are already a rule about cash advance allocation which is usually base on employee position.

Travel Approval Request

There are a plenty of travel request form available in internet from complex one with many information needs to fill until the simple one. And I made a simple travel request form, that can be used as one of your references.

There are two worksheets inside the spreadsheet, as follows :

Request Form Worksheet

This is a form that you can fill with your cash advance request. Moreover, There is a budget column which is link with the company rules budget. This is use as your request reference. I put Group function on that cell, so you can hide or unhide the column by clicking the “-” (negative sign) or “+” (positive sign). As there are cells with blue colors that contain formula that will automatically calculate the total days of your business travel and the total amount of your request for request for reimbursement of travel expenses email.

Company Rules Worksheet

If you have company rules that is used as company business travel reference, you use this worksheet to copy the rules. Thus, If you don’t have company rules, you can start by filling the cells with reasonable budget.

Business Travel Request Form

Before a business journey, an employee has to submit a travel request form. In which he/she provides information required for approval of the travel. The form includes an estimated budget as well. However, expenses are reimbursed based on the travel expenses report, a detailed report submitted after the business trip is over.

Download this Travel Request Form template in Excel Format

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Save and share: Once you’ve finished working on the template, save it to your computer and share it with other members of your team or stakeholders as needed.

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Travel Request Form Template

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• Travel Advance Request Form

The Travel Advance Request Form is a user-friendly solution designed to streamline the process of requesting advance payments for business trip expenses. This form allows employees to submit their anticipated expenses to the HR, finance, or accounting departments, enabling organizations to effectively manage travel-related financial requests. With the Travel Advance Request Form, employees can easily communicate their anticipated expenses, ensuring a smooth and efficient process for both employees and the company.

Jotform, the leading online form builder, offers a range of powerful features and products to enhance the Travel Advance Request Form experience. With Jotform Approvals, organizations can automate the approval process, ensuring timely and efficient decision-making. The intuitive drag-and-drop form builder allows for easy customization, while the option to add custom CSS ensures seamless integration with your organization's branding. Jotform Tables provides a spreadsheet-style workspace for organizing and analyzing form data, offering a comprehensive view of travel-related financial requests. Integration capabilities with popular apps like OneDrive and Trello further enhance the functionality of the Travel Advance Request Form, allowing for seamless data transfer and collaboration. With Jotform's ease of use, ease of collecting e-signatures, and ease of customization, the Travel Advance Request Form has become an essential tool for HR, finance, and accounting professionals.

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What is a Travel Advance Request Form?

A Travel Advance Request Form is a tool that allows employees to request advance payments for anticipated expenses during business trips. It helps organizations manage travel-related financial requests.

Who can benefit from using a Travel Advance Request Form?

HR, finance, and accounting professionals can benefit from using a Travel Advance Request Form to effectively manage travel-related financial requests within their organizations.

How can you create a Travel Advance Request Form?

To create a Travel Advance Request Form, you can use Jotform's user-friendly form builder, which offers customizable form templates and extensive field options. Simply drag and drop the desired fields and customize the form to suit your organization's needs.

What are the key components that should be included in a Travel Advance Request Form?

A Travel Advance Request Form should include fields for the employee's name, department, date of travel, anticipated expenses, and the purpose of the business trip. Additionally, it should have a section for approval and signature.

How does Jotform ensure security and compliance when collecting e-signatures?

Jotform Sign, Jotform's electronic signature solution, offers enhanced security and compliance features to ensure the integrity of collected e-signatures. It complies with industry standards and regulations to provide a secure solution.

Can Jotform automate the approval process for Travel Advance Request Forms?

Yes, Jotform Approvals allows organizations to automate the approval process for Travel Advance Request Forms. With conditional logic and integration capabilities, you can streamline the decision-making process and ensure timely approvals.

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Travel Request Forms • Download or Print

Traveling is common in businesses and companies and if you want to organize and streamline the employee travel request form in a better way, we have a solution for you. Many online travel request form generation tools are used to generate pre-travel authorization forms but still, people find it easy to have some samples of these travel request applications and use them as per their needs.

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In corporate businesses, it’s common for employees to make trips around the globe or country for meetings and other business-related purposes. And for this, they formally have to make a travel approval request to the company.

Here in this post, we have some online travel request form template samples for you to make this whole process easy and fast.

Download Free Travel Request Forms Templates

Travel request form templates are used to submit requests for traveling to the higher authorities. These templates are useful for students, employees, airline customers, and others who need to submit a request before traveling. You can get traveling request authorization in PDF, DOCX, and other formats that you prefer. It enables the user to include information about the services that travelers want. We share various sample travel request form templates that give you an idea to create your form perfectly.

The employees use the business or corporate travel request forms to send requests for business travel to the employer that include data about services and equipment that employees need on this business tour. Travel agencies need to receive a travel booking request form from the clients, containing data about the client’s needs. In this article, you’ll learn all about the travel request forms templates and get free templates from our site in different formats that you find nowhere else.

Travel Request Forms

The travel request form is submitted by someone to the management for traveling approval and to get the things needed for the trip. It is widely used in the corporate sector where an employee sends a request letter to the manager or employer to get permission for a business trip and request to fulfill the traveler’s needs. The travel request form example helps you to understand it to create your request templates. You can see the employee vacation request form to get an idea to make a perfect request form for travel.

The student travel authorization form is submitted by the student to the management to get approval for education traveling. You need to state the reason for this trip, the place where you are going, the trip duration, and other essential information that management needs to know. It is also useful when a traveler makes a request to airlines for traveling. The travel agencies issue a travel request form to get all the essential information about traveling. You can see air travel requests form templates for your business to effectively gather important flight information. All the free travel request forms are designed professionally and contain all the elements that help you gather and manage your data effectively. 

What to include in the travel request form 

A travel request form is useful if it contains all the essential elements that help you to gather the traveler’s needs. A person going somewhere for education and business purposes needs to get permission from the management and ask to release the funds to fulfill the trip expenses. The employer sends an approval letter to the employee to let the employee know that the requests are accepted. When employees return from the business trip or tour, they need to submit a travel expense report to provide all the details about the tour’s expenses. The essential elements that should be included in the travel request form or letter are as follows: 

• The name of the person who is sending a travel request.
• The date when the requestor sends a request letter or form. 
• It should include the date of travel. 
• Include travel destination
• State the purpose of this trip
• Description of the expenses like charges of hotel, traveling, meals, and others.
• Total expenses for this trip
• Other special requests to make the tour successful.
• The signature of the requestor
• Space for the signature of authorities to approve it

The above information is essential and must be included in the travel request form for business and education traveling. The requester sends this request to the high authorities, and they make decisions based on the information placed on it. A simple and effective request form helps you to get decisions from authorities in your favor. For that purpose, ready-made templates help you get approval for all your requests. The editable travel request form templates allow the user to make changes as needed.

Importance of travel request form

When a student/employee needs to travel from one place to another, a travel permission letter is sent to the authorities, who can accept or reject your request. Your trip/travel is dependent on the authority’s decision, and they made decisions based on data placed in the request letter. Below we share some points that show the importance of request forms for traveling are as follows: 

• A request letter helps you to get traveling permission from the management of the school or company. 
• It is widely used in the corporate sector to keep a record of business traveling. 
• With its help, you can state what services, equipment, and other things you require during this trip. 
• You can ask for funds for travel, meals, and other expenses from school/college or company by attaching relevant documents. 
• The information about traveling like destination place, travel duration, the purpose of this traveling, and other details are delivered easily to the authorities. 
• It helps to know the authorities whether this trip and the expenses are valid and reasonable or not. 
• The employer or school management can easily figure out whether the allocation of funds is beneficial or not. 
• It is helpful to track the employee’s travel record for business purposes. 
• When a company’s presence is essential at a conference or somewhere else, an employee sends a request to present himself for this business travel. 

Tips to write a perfect travel request letter

A well-written travel request letter helps you get approval from the management of a company, school, or college. You can also fill out the well-designed travel request form by downloading it free from our collection. To make you work, we share some easy tips that help you to write a perfect request letter for traveling. These tips are as follows: 

• Include essential details: When you decide to request travel to the higher authorities of your department, then you should include all the essentials about this tour clearly and concisely. A piece of missing information in the request letter or form may cause the rejection of your requests. 
• Follow the standard format: If you are an employee and sending a request to your employer or manager, then you should follow the business letter format and write the letter in a professional tone. When you submit a request for education travel, follow the letter’s standard format to write it perfectly. 
• Attach relevant documents: You should attach related documents with this letter to make the words of the letter valid. When you ask to release funds for your expenses, you should attach some documents supporting your words. 
• State benefits of the travel: You should state all the details clearly and include some words that describe how this travel is beneficial for business or education. 
• Avoid ambiguous words: Always use words that have only one meaning. Ambiguous language creates misunderstandings between the parties. State the purpose of your travel and other information clearly and precisely.
• Free from errors: Make sure the letter is free from mistakes, and use words that don’t contain any spelling and grammatical mistakes.

Easy steps to write a travel request letter

The letter’s format may vary according to the situation under which you write and send the letter. In business, the travel request letter is submitted by the employee to the employer to get approval for corporate travel, then the format of the letter should be formal. You can also get the travel request form from the HR department and send it to the employer or manager, but when your company doesn’t issue any travel request form template, then you should write a letter for it. Below we share some easy steps to write a travel authorization letter to the school or business management. 

• Contact information: According to the standard format of the business letter, write your name, email address, and title at the top left side of the letter. After writing your contact details, write the date when you write this letter to the authorities, then write the recipient’s name and contact information. 
• Salutation: If you know the name of the receipt, then write the name followed by “Dear,” “Mr” or “Mrs.” 
• First paragraph: In the first paragraph of the letter body, state the purpose of writing this letter clearly and concisely.
• Second paragraph: In the second paragraph, give some details about the travel like destination place, travel duration, and expenses, and ask the recipient to allocate some funds to cover the travel expenses. 
• Third paragraph: Make requests for services, equipment, and other things that you require during this tour. State the reason why you need these services and how this tour is beneficial for the company. 
• Closing paragraph: Always use some positive and professional words for the recipient in the last paragraph.
• Signature: At the end of the letter, include your signature to sign off the letter.

Frequently Asked Questions

To whom should the travel request letter be sent.

The letter should be sent to the high authorities who have the right to give permission for the travel like an employer in the office or principal of the school or college.

What is corporate travel?

When an employee travels for business purposes on behalf of the company is called corporate traveling.

Why do we need to submit the travel request form?

We need to submit the travel request form to get approval from the authorities to travel.

What are the travel allowance expenses?

The payment made to cover the expenses of the business trip or tour by the company to the employee is travel allowance expenses.

Where do we need to submit the travel request form?

We need to submit the request letter for traveling to the school or college management for education purposes, employers for corporate traveling, and travel agents to get what you need.

What should include in the corporate travel expenses?

The expenses that are commonly calculated during corporate traveling are meals, transportation, and lodging.

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In a medium to big scale company, there are Business Travel Standard Operating Procedures (SOP) that need to be followed when you being sent to other cities or other countries to represent your company business. The SOP will start from the justification of business travel, business travel preparation and business travel report.

Usually, finance or GA department will ask you to fill business travel request form as a condition to issue the cash advance or allowance needed for the travel. And in some companies, there are already a rule about cash advance allocation which usually based on employee position.

There are plenty of travel request form available in internet from the complex one with many information needs to be filled until the simple one. And I made a simple travel request form, that can be used as one of your references.

There are two worksheets inside the spreadsheet, as follows :

Request Form Worksheet This is a form that you can fill with your cash advance request. There is a budget column which linked with the company rules budget that can be used as your request reference. I put Group function on that cell, so you can hide or unhide the column by clicking the "-" (negative sign) or "+" (positive sign). And there are cells with blue colors that contain formula that will automatically calculate the total days of your business travel and the total amount of your request.

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emmanuel ( )

This is a new travel agency and i count on you for a sample/template of customer forms. Thank you

Fatihah ( )

I need a sample / template of SOP for new travel agency…TQ.

Hi, Thank you for the template it helps a lot

just one question, what is the “participant fee” mean?

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Business Travel Request Form Templates

Compare the experience of completing a travel request form in Excel vs. a mobile-friendly, online, customizable form.

With an online form, you can digitize your business travel approval processes, including automated workflows and routing.

Conditional Travel Request Process

This travel request process collects employee and travel information. It pre-fills fields such as employee name and manager automatically. Some travel data is dynamic e.g. the form ensures that your departure date is before your return date. The form also validates business constraints e.g. the maximum cost of travel and the maximum advance amounts are enforced. It's also signed digitally. The form then routes to a manager for approval and then conditionally to Finance and/or the Travel Desk depending on the data in the form. Finally, after completion, it emails a PDF of the entire travel authorization for the employee's records.

Compare it with using Excel (or Word or PDF or even paper). This kind of automatic conditional routing is not possible. After the manager approves, someone has to know to send it to either the Finance Department or the Travel Desk and manually email it for approval. It's a recipe for errors.

Basic Travel Request Process

This travel request form allows an employee to enter estimated expenses and business justification prior to travel and get it signed and approved by a manager / department head. The form also pulls employee information from a backend system, performs calculations automatically, validates dates and other fields, allows attachments and electronic signatures. At the end, it will email you a PDF of the completed process.

Compare it to using Excel. The spreadsheet can also perform calculations automatically. However, it can't pull logged-in employee information, needs to be printed so that it can be signed and must be sent around by email for approval. Electronic processes have huge advantages.

Simple Travel Request Form

This travel request form does not demonstrate frevvo's built-in workflow routing. The form pulls in employee data and pre-populates fields. It also displays dynamic behavior such as displaying a list of US States if the country is US but allowing free-form entry otherwise. It validates fields automatically but also uses a visual business rule to ensure that the selected return date is after the departure date. It also supports electronic signing. Finally, when the form is submitted, it simply sends an email for approval including a PDF of the travel request.

Automatic Calculations for Mileage Reimbursement

This approval workflow is used to reimburse employees for actual miles driven. Instead of requiring them to enter miles manually, it uses the Google Maps Distance API to compute mileage between city pairs and then automatically calculates reimbursement amount and totals. It's easier, faster and has fewer errors. The form also demonstrates digital signatures which verify the identity of the user signing it and guarantee that the signed data has not been tampered with.

Compare it to using Excel or paper. None of this functionality is possible. The online version saves time and reduces mistakes.

Travel Requests are an everyday business activity

Travel authorization and mileage forms are extremely common across all industries. They're used to ensure that business travel is undertaken only when necessary and also that costs are controlled. These forms apply business protocols automatically to guarantee that internal norms cannot be bypassed, the travel in question produces real business value and is pre-authorized. delivered, and the price being paid. The travel request form almost always includes one or more signatures.

What's on a travel request form?

• Your corporate logo and name.
• Information about the employee requesting travel including name, email, department etc.
• Details about the travel being requested including destination, estimated expenses.
• Business purpose for the trip.
• Line items for each part e.g. flight, rental car, hotel etc. with subtotals, grand total, taxes, discounts etc.
• Date of the request, along approval/rejection by a manager and any other optional approvals.
• Signatures of the employee, manager and other approvers.

Why use online forms vs Excel or paper?

• When employees waste time e-mailing Excel or chasing down signatures, they have less time to focus on what what really matters – customers, students or patients.
• Excel and paper forms cannot integrate with your SQL database or back end system. As a result, employees must manually fill in fields that could be auto-populated from available data. It's unproductive and error-prone.
• An Excel or Word document is almost always printed for signing. It's a waste of paper, costs money and is environmentally unfriendly.
• Sometimes, travel requests have complex authorization schemes. Employees get confused with instructions on paper and Excel forms, fail to get proper approval, send to the wrong person etc.
• An online travel request is always the latest, correct version. There's no way to use an outdated version as often happens with Excel.
• Everyone uses their mobile devices for work – Excel and PDF documents are incredibly difficult to use on mobile devices. Online forms make it easy.
• Automatic validation, maps, attachments, dynamic behavior to show/hide sections on-demand and other features common to online forms are simply impossible with Excel.

Why use electronic travel forms?

• They guarantee that business protocols are properly followed and cannot be bypassed.
• Form fields are automatically validated. This ensures that there are no mistakes or missing data and reduces unnecessary back and forth for corrections.
• They work on mobile devices and support digital signatures so managers can authorize travel requests from anywhere at any time.
• Integration with SQL databases and other business systems reduces data entry and errors saving employees valuable time.
• Since the electronic form is routed automatically, employees don't have to worry about reading detailed instructions, figuring out whose approvals they need and tracking down where the approval currently resides.

Why automate travel and mileage forms with frevvo?

frevvo provides 100% visual workflow automation software ( watch this short demo video to learn more ) that anyone in your organization can use to digitize these forms and processes without being an expert programmer. The system includes many built-in templates that you can use as starting points and all features needed for real business solutions such as a rich array of controls, visual business rules, drag-and-drop routing and a lot more. Sign up for a free 30-day trial and get started today .

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Travel Request Forms and Templates

Travel request forms are forms filled by an employee who is bound to travel for business purposes. The purpose of a travel request letter is for a company to carter for the expenses during the entire travel period. This depends on the agreement of the employee and his or her employer. This article discusses the uses, purpose, and contents of a travel request form. Templates are also provided.

What is Travel Request Form?

This document incorporates all the details needed by a traveler to forward for approval from the management before commencing travel. The contents of a travel request form include destinations, travel dates, mode of transport, meals, accommodation, among others. The travel request form also shows a traveling place as well as the expenses incurred. This document can fulfill several purposes: securing permissions for travel or seeking approval from companies on behalf of the traveling employees.

Importance of Using Travel Request Forms

Just like any other business document, a travel request form carries significant importance.

These documents ensure that travels within the company are:

• Feasible: Sometimes, the resources and funds within a company can be limited. This makes it essential to ensure that every available resource is put into good use. By doing so, the company’s finances will be stabilized.
• Authorized: It is very important for travel requests to go through proper departments and channels before it gets authorized in a business.
• Organized: These forms can also be kept and stored for future reference. Given that there is a form for every purpose, you need to ensure that these forms are organized to prevent confusion and clutter. It also allows easier access to documents when one needs them for reference.

Steps to Write a Travel Request Form

In order to write a travel request form efficiently, you simply need to follow two steps in a detailed manner.

These two steps are as follows:

Provide the details of the traveler

In the travel request form, including details of the traveler. This information includes the full names, contact information, designation employee id, email id, and fax number. Besides, don’t forget to mention why you are going on the trip. This should be indicated in the transfer request form.

Provide information regarding the trip

You must provide information relating to the trip. This includes the date and time of departure as well as the arrival time. Other things to write include the travel schedule, mode of transport, accommodation, travel itinerary, and meals.

Information to be Included in a Travel Request Form

For your travel request form to be composed in the most efficient manner, you must include the following information in it:

Personal information

This is the information belonging to the traveling employee. The Information needed to be filled in this document includes the individual’s name, contact information, job position, and respective department.

Travel request information

This is the information regarding the actual trip. It includes the date of travel, the purpose of travel, the duration of travel, destination, and estimated cost of travel. It is important to ensure that all these details are indicated in the letter. 

Indicate travel expenses and information regarding sponsorship

A travel request form should indicate the trip’s estimated expenses, including costs of meals and accommodation, transportation expenses, travel expenses, and car rentals, among others. If the trip is being sponsored, remember to include the contact information and details of the sponsors.

Mention the names of all the authorized persons

You cannot forward a travel request form unless a higher authority approves it. This is why you should mention all the names of authorized individuals, leaving a space for their signatures.

Ensure you incorporate all terms and conditions

To ensure that everything is working properly and meets all the transparency standards, incorporate all the terms and conditions. They should be clearly described in your form to avoid any inconveniences.

Put Accurate Information in a Travel Request Form

You must provide accurate information in your travel request form.

Here are some of the reasons why it is essential to do so:

Accurate information is crucial in a travel request form. In a company, you might not be the only individual asking for a travel request. To avoid mix up, you should indicate the details in your form. Make sure that the name is written, your destination, and other crucial details.

Furthermore, accurate information increases trustworthiness. When it comes to finances, don’t indicate inaccurate figures. Some people get tempted to indicate higher figures so that they can pocket the extra cash. For example, don’t allocate an inaccurate accommodation fee so that you can pocket the extra money. You should always provide honest and accurate information in your travel request form.

Download Templates

You can download our free travel request form templates. These templates can also be customized to fit your preferences.

Companies require receipts for employee expenses for two reasons: to confirm that employees are spending money how and when they claim and to back up deductions listed on the business’s tax return.

The comment section of a travel request form should include remarks on the importance of the trip. If you are applying, back your application up by giving reasons why the trip is important.

It depends on the policies of the company. In some companies, once the funds have been availed, it is impossible to cancel the request. In most companies, however, you can cancel the request even after it has been approved.

Travel request forms play an important role in organizations. For the best outcome, you can use our prepared available templates. They are easy to use and can be customized.

Related Documents

Manage travel requests

You can track travel requests and expenses for your business easily with our templates.

Use these Travel request and Travel expense templates to gather the information you need to process travel requests or expenses.

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Estimating costs or keeping track of travel expenses is one way to manage company expenses. Expense management is the process or the system that is utilized by a business in order to process, pay, and to conduct procedural accounting inspections on costs or expenses that were initiated by employees, such as the costs incurred for travel, work, and entertainment.

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Policies and procedures need to be established by a company to ensure that a company’s cash flow is well-accounted for. Expense management typically goes through two vital aspects:

• The procedures that are conducted by an employee to file an expense claim.
• The processes conducted by accounting staff in order to process the claims made.

Travel request forms, expense Claim Forms, or, reimbursement forms are forms that allow employees or staff to identify and record expenses made for business or for work for approval. Most companies and organizations use these varied types of forms in order for them to to control expenses that are not within budget.

Typically, a company or an organization will compensate an employee for any expense made that is deemed necessary and reasonable. Reimbursement also applies to expenses outside of the office setting such as in government agencies or insurance companies when a provider pays for expenses right after they have been directly paid by the policy holder. Another example of a reimbursement situation is when a tax refund is given to tax payers.

In an office setting, an expense form needs to be filled out by an employee before incurring the expense. For expenses such as client meeting lunches, travel, and entertainment, an expense form template or form needs to be readily available to help manage and control resources and finances.

Here is a breakdown of why an expense form should be provided in your company:

• Expense forms aid in monitoring and controlling business expenditures.
• Expense forms allow management to approve or reject expenses.
• Expense forms ensures that your manager or supervisor is aware of any expenses incurred or expense issues.
• Expense forms ensure that you remain within the allotted budget.

One other key reason for providing an expense management process in a company or in an organization is to make sure that all reimbursement claims are legitimate and that these claims are not fraudulent or frivolous. In today’s society where lying and scamming people is a mainstream occurrence, a lot of agencies have doubled their security measures against false claims and fraudulent activities.

Some of the following requirements are typically asked by companies and agencies to ensure the authenticity of a reimbursement claim:

• A request form, such as a travel request form, that lists down the necessary expenses for a trip or a company activity.
• An expense claim form or a reimbursement form containing an explanation of the expense.
• An expense or reimbursement form with the original receipt attached.

Because a lot of business people travel, wine, and dine with clients, a lot of them — particularly company executives and other higher-level employees — use their credit cards for expenses related to winning a client over.

Airline tickets, hotel accommodations, lunch meetings, transportation expenses, and even tips made during a business trip call for a reimbursement. One method of proper expense management is by filling out an expense form or an expense report. But how exactly do you make one? You can download our free expense forms or you can make your own, whichever helps you save time.

Below are tips and tricks to creating a solid expense report form:

• Be privy to policies about reimbursements. Take the time to review you company’s policy about expense reports, expense-paid meetings, etc. You can check your employee handbook or discuss it with human resources to help you fully understand the procedures.
• Have a form handy. Companies usually have an expense form or an expense report form template ready. Be sure to fill out the form clearly and legibly and provide accurate details. Inconsistency in the information you have provided might elicit suspicion from your colleagues or the accounting department. Be sure to only put in authentic data.

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• Provide receipts. Providing expense reports without receipts is like telling your boss you worked on that business proposal weeks ago but you do not have the actual proposal to show to him. Receipts are the supporting details to your expense claim forms. Be sure to carefully organize your receipts according to the date and time that they were incurred as well as the type of expense, such as one stack for meal receipts and another one for cab fare.
• Provide the essential details. Provide your name, the date of the trip, and purpose on the form. These will come in handy when the company is trying to identify who they need to give a reimbursement to and for what.
• Deduct personal expenses. Be professional enough not to include any personal expenditures into your expense report  form, such as a snow globe that you bought as a souvenir for your mom. Subtract your personal expenses from those that are related to business and indicate the difference on your report.
• Sign your report. Sign your expense report and then submit it to your supervisor for approval.

The numerous fraudulent actions made by employees in company reimbursement processes have forced companies to establish stricter rules and procedures to follow when reimbursing employees.

It is important that an employee is aware of a company’s guidelines pertaining to an expense report:

• Learn how to go on a budget.  Employees must learn how to budget the costs that they incur on business trips and to learn how to stay within that budget. You can review your company’s travel expense guidelines and employee handbooks for easy reference on this matter.
• Provide prompt and accurate report details.  Your expense report form should go together with the specific date that the expense was incurred and in succession. It is also a big help to organize your receipts according to date. Make sure you double-check your calculations before turning in your expense report.
• Do not throw away proofs of purchase.  When you are on a trip or when you are out to meet a client, it is always good practice to keep all of your receipts such as the lunch bill or cab fare. Most companies provide reimbursement policies by requiring receipts for purchases made over five or ten dollars; however, it is always a good idea to keep your receipts regardless of the expense to help you accurately calculate your expenses.

Expense Forms and Their Other Uses

Despite the fact that expense form s are mainly used in the business setting, each one of us could make do with an expense form in order for us to track our daily, weekly, or monthly expenses. Expense forms can also be considered as a budgeting tool to keep us aware of the costs that we incur over a period of time.

Below are some tips to help you cut back company expenses and other costs for work:

How to Cut Back on Company Expenses

• Go digital. Piles of paperwork and documents are so last century. It is time that you and your company learn the ropes on how to go digital. This method helps you save on time — printing and distributing paperwork does eat up a lot of your time.Going digital also allows you to save up on paper and printing costs. It also helps you save trees, send out information whenever and wherever with just the click of a button, and is a great way to make sure that your files stay safe and intact on the cloud.
• Power down when you can. One other way to cut back on office costs is to shut down appliances or equipment that are not in use. Office employees will usually have this habit of not unplugging equipment or putting them on stand-by mode. You’d be amazed to see the difference in savings when you impose a “power down” rule among your staff.
• Educate your employees. Be proactive in educating your employees about the positive effects of cutting back on expenses and how this will be to their advantage. Point out the fact that what the company saves on utility costs can be spun into more incentives and bonuses for them. On the plus side, your employees can also help you to discover a savings opportunity that you have overlooked.

Employee Travel Request Forms

Non-employee travel request form.

Size: 19 KB

Size: 86 KB

University Employee Travel Request Form

Size: 36 KB

Student Travel Request Forms

Student travel financial aid request form.

Size: 109 KB

Student Travel Funds Request Form

Size: 110 KB

Graduate Student Travel Request Form

Size: 47 KB

Student Government Travel Request Form

Size: 512 KB

How to Cut Back on Costs for Everything Else

Being able to cut down on company costs does not just help you or your business stay afloat; it also helps employees keep their jobs for a longer — and hopefully lasting — time. Let your employees know that learning how to save or decrease the cost of expenses in business is a win-win situation for everyone.

Below are additional tips on how to save up on personal costs aside from merely focusing on company costs or  travel expenses :

• Categorize your priority expenses from those that are not necessarily needed.
• Remove unnecessary routine purchases such as cigarettes or alcohol.
• Consider carpooling to work.
• Use CFL or LED light bulbs to save on your electrical bill.
• Unplug all unused electrical devices.
• Cancel club memberships that are not very useful to you, such as your gym membership when you rarely ever go to the gym.
• Look for inexpensive options for entertainment, such as attending musical or community event, getting involved in a community sport, or playing boardgames.
• Cook and pack your own meals.
• Have a budget plan  and follow it.
• Lessen or eliminate the number of times that you eat out or have take-away.
• Use coupons.
• Use solar lighting.
• Cycle or walk to work.
• Purchase generic products when you can.
• Sell your unwanted items on eBay or through a garage sale.
• Simplify your beauty regime.
• Avoid using your credit card  and pay cash instead. Debts tend to put you into a financial trap.
• Make the most of your clothes and accessories rather than buying new ones.

Corporate Travel Request Forms

Corporate travel request/approval form.

Size: 40 KB

Corporate Travel Authorization Request Form

Size: 124 KB

Corporate Business Travel Request Form

Size: 23 KB

Visitor Travel Request Forms

Short term visit travel request form.

Size: 24 KB

Visitor Travel Expenses Reimbursement Form

Size: 497 KB

Travel Assistance Request Form

Faculty travel assistance request form.

Graduate Student Travel Assistance Request Form

Size: 148 KB

Junior Travel Assistance Request Form

Size: 32 KB

Emergency Travel Request Forms

Non-emergency medical travel request form.

Emergency Travel Kits Request Form

General Travel Request Form

Size: 229 KB

Other Types of Travel Request Forms

There are so many different types of travel request form s, and each of them have their own specific purpose. Just about any person uses these forms to ensure that anything request related to traveling is taken into serious consideration for approval by the company.

Here are some examples of travel request forms:

• Travel group booking request form s are the kind of forms that are utilized in the event that just about any kind of group wishes to book themselves at any establishment. If you plan on traveling by group, then you expect a place to stay the moment you get to your destination. Which is why these forms can come in very handy as it allows you to reserve rooms ahead of time for you and your companions.All you have to do is provide the personal information of yourself and of the other members of the group, along with any other requirements such as credit card information, and submit it to any agency that can  help you book your stay.
• Air ticket travel booking request forms  are forms that are made use by those that wish to have a ticket reserved for them on any kind of plane.These days, it’s very hard to get a seat on a plane because there are so many people that travel to different places, with each of them having their own reasons for doing so. These forms ensure that you’re able to ride that plane that will get you to the destination that you need to go. It reserves a particular seat on a plan which will then be donned under your name.All you have to do is provide the necessary information such as your name and age, then make sure that you pay for the fees such as baggage fees and the plane ticket itself.
• Emergency travel request forms , as the name suggests, are used whenever someone needs to travel to a certain location due to an emergency. A good example of when to use these forms is if one employee’s parents is dying of heart failure, and the parent of the employee lives in another country. The employee may then use these forms to state the reason for the travel, in this case it’s one of his parents dying, and when the employee must leave.So long as the purpose of the emergency travel is acceptable, then there should be no problems with these being approved. It’s even possible that the employee can request for funds to aid them in the emergency travel, which will then be up to the company supervisors whether or not the employee must reimburse them for the loan.

So no matter what kind of forms you use, just be sure to use the right one for your traveling needs. You can download any of those forms from our website, just be sure to make good use of them whenever you need to.

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Free Excel Templates : Travel Advance Request V1 0

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Download free Excel template : Travel Advance Request V1 0

If you are looking for a free Excel template, then you have come to the right place. At MacrosInExcel.com , we offer a wide variety of Excel templates available for download and use, covering a wide range of topics and purposes.

Whether you need a template for tracking your personal finances, or a template for tracking your company's sales, we have a template that will suit your needs.

Best of all, our Excel templates are absolutely free to download .

So why not take a look and see which ones you can use in your work or personal life?

How to use templates in Excel?

Our Excel templates are designed to be easy to use and to save you time.

Simply download the attached template "Travel_Advance_Request_V1_0.xls", open it in Excel, and start using it right away.

No need to waste time creating a template from scratch - our templates are ready to go, and can be customized to fit your specific needs.

Download Travel_Advance_Request_V1_0.xls Now!

About Travel Advance Request V1 0 Excel Template

Are you planning a business trip or vacation? If so, you'll need to fill out a Travel Advance Request form to request a travel advance from your employer. This form is available as a downloadable Excel template. The Travel Advance Request form is pretty simple to fill out. Just enter your name, travel dates, and the amount of money you're requesting. Then, sign and date the form. Once you've completed the form, you can submit it to your employer for approval. If you're not sure how to fill out the form, or you need help with the Excel template, you can find instructions on the Travel Advance Request page.

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• CU policies
• KFS Support

Travel Advance Form

Request a cash advance for a Cornell business trip.

Because direct payment or corporate card is available for most travel expenses, travel advances will be limited to those expenses for which a traveler is expected to endure a hardship for out-of-pocket expenses while on travel, and expenses that could not have been paid for by direct payment or a Cornell corporate card. 

Advances are limited to faculty, staff members, and students. Expenses related to visitors should be charged directly to operating accounts.

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Travel Advances

Travel advances, issued from non-state funds, are available to permanent and temporary employees who have not been issued PCards for travel purposes, visitors, and students when a university PCard cannot be used and one of the following conditions exists:

• Trip exceeds 30 days.
• Trip is for Out of Country travel.
• A visitor, student, or volunteer whose documented travel needs exceed $50.
• Group or team travel.

In cases where the above conditions are not met but the travel presents financial hardships on the employee and a PCard, American Express card, or personal credit/debit card is not available, the employee may request in writing to the University Controller an exception to this rule. Exceptions to this rule must be approved by the University Controller’s Office.

Requesting a Travel Advance

Eligible employees and non-employees should complete the appropriate travel advance forms on the University Controller’s Office website when using a travel advance.

• Employees submit an AP102/AP103 Employee Travel Authorization, Advance and Reconciliation
• Non-employees submit an AP104/AP105 Non-Employee Travel Authorization, Advance and Reconciliation

Download the files and complete the forms electronically.  Handwritten forms will not be accepted.

Travel advances to temporary employees, visitors, students, or volunteers require a cosigner for the travel advance.  (See the AP105 ). The temporary employee, visitor, student, or volunteer is responsible for repayment of the advance.  However, if not repaid by the non-employee or temporary employee receiving the advance, the cosigner will be responsible for repayment of the travel advance.

Foreign visitors must also provide the appropriate travel visa to the University Controller’s Office with the completed forms.

Completed forms should be submitted to [email protected] .

Amount/Availability

Travel advances cannot exceed the estimated cost of the trip, less any pre-payments or anticipated PCard payments. Travel advances will be paid via direct deposit to the individual’s bank account or check.

Settlement/Return of Travel Advance

Settlement of travel advances may not be processed through the Travel Reimbursement System but must instead be processed by completing the appropriate combined travel authorization & travel advance and reconciliation forms Excel file and submitting the file, signed statements and supporting documentation to the University Controller’s Office.

The completed combined files, signed statements and supporting documentation should be submitted within 30 days after the travel period. The travel advance will be deducted from the total expenses claimed by the traveler. A reimbursement for the net amount due will be issued to the traveler via the direct deposit program, or if a visitor or student, via their selected option. When a travel advance exceeds total expenses claimed, the traveler must attach a check or money order, payable to NC State University, with the travel information submitted to the Controller’s Office. The Controller’s Office will not accept cash for settlement of the advance.

Settlement of Visitor Travel Expenses

The combined Non-Employee Travel Authorization (AP104) & Travel Advance and Reconciliation (AP105) Excel file for a visitor should be processed as close to the date of departure as possible. To ensure timely processing, the visitor/department may request reimbursement or settlement of a travel advance prior to the date of departure and include the expenses for any remaining day(s) of travel. The department should contact the Controller’s Office for immediate settlement of a visitor’s travel advance and/or travel reimbursement. Any expenses claimed for the remaining day(s) must be supported with appropriate documentation and such documentation should be provided to the University Controller’s Office as soon as possible. If the appropriate documentation is not provided timely to the Controller’s Office, the visitor will be responsible for refunding the University any unsupported amounts. If the visitor fails to refund the unsupported amounts then the person cosigning for the visitor’s travel will be responsible for refunding this amount to the university.

Settlement of Advances for Canceled Trips or  Terminated Employees

If a trip is canceled or an employee is terminated, any outstanding advance must be returned to the Controller’s Office immediately.

Departments must ensure that employees separating from the University have resolved all outstanding travel advances prior to their last day of work. Departments will be responsible for paying back any travel advances not settled with terminated employees.

Delinquent Travel Settlements or Return of Travel Advance

Delinquent travel settlements or other noncompliance with the travel advance policy may result in the withdrawal of the travel advance privilege from the employee. The Controller’s Office reviews the status of travel advances monthly.

The Controller’s Office will notify the departments and travelers when advances become 30 days old. If after 30 days of this notification no response is received, a payroll deduction will be made from the traveler’s or cosigner’s monthly payroll deposit.

Settlement of travel advances may not be processed through the Travel Reimbursement System but must instead be processed by completing the appropriate combined Travel Authorization & Travel Advance and Reconciliation Form Excel file and submitting the file, signed statements and supporting documentation to the University Controller’s Office.

The completed combined files, signed statements and supporting documentation should be submitted within 30 days after the travel period. The travel advance will be deducted from the total expenses claimed by the traveler. A reimbursement for the net amount due will be issued to the traveler via the direct deposit program, or if a visitor or student, via their selected option

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• Per Diem Lookup

Request for Advance or Reimbursement

• Title: Request for Advance or Reimbursement
• Form #: SF270
• Current Revision Date: 01/2016
• Authority or Regulation:

PDF versions of forms use Adobe Reader ™ . Download Adobe Reader ™

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2021 and 09/30/2024.

The End Date of your trip can not occur before the Start Date.

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.

Travel Reimbursement Form in Excel (Simple)

Free travel reimbursement form in Excel format. This template tracks all expenses spent during your trip. Receipts should be attached along with this form.

This travel expense report can be used by employees who need to be reimbursed for the expenses spent during a business trip. It’s printable and downloadable in Excel format.

The travel claim form highlights sections for transport, hotel, meals, phone, and miscellaneous which are the common expenses spent during a business trip. Along with these information, sections which also need to be filled out include the company name, employee name, department, expense period, date of travel, description, total, subtotal, advance payment, total reimbursement, employee signature, and approval signature.

You may edit, print, or download this travel expense form anytime.

Instructions:

Enter company and employee information.

Enter department name (if applicable).

Specify expense period.

Indicate the date of travel.

Enter description of each expense along with the amount paid for each expense type. Calculations for the total amount should be automatically calculated upon entry of details.

Enter advance payment (if applicable). In cases where an advance payment was provided by your employer, you may enter that figure under the designated section. This will be automatically deducted from the total reimbursement.

Attach signature for validation purposes. Signatures of both the employee and the manager/supervisor should be attached at the lowermost section of the template.

Review, email, or print the completed reimbursement form.

This template is also available in...

Other Styles Available...

You might also like:

Expense Claim Form in Word (Basic)

Editable Per Diem Expense Report in Word

[ skip to content ]

Travel Advances

Weeks prior.

Requests for a travel advance must be submitted at least two weeks prior to date of departure

Travel advances are issued to the traveler approximately three days before the departure date

Travelers must submit an Expense Report within fourteen calendar days of completion of the trip

Requesting a Travel Advance

Travel advances should be requested only when out-of-pocket expenses for a specific trip would cause a financial burden for the employee/traveler. Amounts for hotel accommodations will be advanced only if the hotel does not accept the Corporate Travel Card and there is insufficient time to process a prepayment purchase order. Advances will not be processed for less than $25.

International Travel Advances If requesting a travel advance associated with international travel, the approved Pre-Approval Request must be attached to the request for a travel advance.

Timing of Request A request for a travel advance should be submitted in Chrome River a minimum of two weeks prior to the date of departure. If proper notice is not provided, a letter of justification should be attached to the advance request in Chrome River.

Issuance of Advances Travel advances are issued to the traveler approximately three (3) days prior to the departure date.

Picking up Your Advance

• Direct Deposit: If a direct deposit is requested, the funds will be disbursed within 3 work days prior to the trip.
• Check: Accounts Payable Audit notifies the traveler via e-mail when the check is available for pick up. Traveler advances issued via check must be picked up by the traveler in person from the Cashier's Office in Rollins Hall upon approval.

TRAVEL ADVANCE PROCEDURES

Full information about employee travel advances is contained in Procedure 6-718 (Travel Advances - Employees) .

When an employee needs a travel advance, the travel advance request must be completed and submitted in Chrome River. The travel advance will automatically be routed to Accounts Payable once the request is approved by the traveler's supervisor and the Budget Unit Director (BUD).

By submitting the request for an advance, an employee agrees that if the advance is not repaid in a timely manner, the advance amount may be deducted from any amounts owed to the employee, including pay or benefits. A Budget Unit Director certifies availability of funds.

Full information about student travel advances is contained in Procedure 6-719 (Travel Advances - Students) .

Students must repay any funds not used within fourteen (14) days after travel is completed. Students who fail to repay any funds not used in a timely manner and according to policy will not be allowed to register for classes or have their grades released until the debt is satisfied. Students are personally responsible for the total amount of the advance and for reporting all costs on an Expense Report with required receipts.

Obtaining Reimbursement

Upon completion of the trip for which an advance was obtained, a traveler is responsible for submitting an Expense Report in Chrome River within fourteen (14) calendar days of completion of the trip.

Specific Travel Guidelines

Overnight travel, travel registry, rental and personal vehicle use, out of country travel, allowed reimbursable expenses, non-reimbursable expenses.

• Office of Finance
• 2003 Rollins Hall
• Norfolk, VA 23529

  DID YOU KNOW?

Chrome River automatically converts foreign currency amounts to U.S. dollars as they are entered.

Chrome River must be used for all travel and small business expense reimbursements. All non-employees must be enrolled in Chrome River to receive reimbursements. (See Enrollment for Non-Employees ).

Travel Forms

• Chrome River Enrollment Form for Non-Employees
• Traveler's Checklist
• Consolidated Travel Form (Excel)
• Corporate Travel Card Application
• Corporate Travel Card - Employee Agreement
• Employee Travel Advance
• Student Travel Advance
• Business Related Meal Expense Form (Word)
• Chrome River User Guide
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