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.
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.
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.
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
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
delivered, and the price being paid. The travel request
always includes one or more signatures.
What's on a travel request form?
Travel forms contain important information including:
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?
Businesses now understand the urgency of digital transformation.
It begins with automating routine, day-to-day processes. Consider
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
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
Why use electronic travel forms?
Online travel request forms have significant advantages:
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
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
Why automate travel and
mileage forms with frevvo?
frevvo provides 100% visual workflow automation software
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.
for a free 30-day trial and get started today.
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