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Travel Authorization & Reconciliation Process
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. After the travel has been completed, the employee can
come back and reconcile expenses. If actual expenses are
greater than authorized expenses, the form will route back
for additional approval otherwise it will go straight to
finance. 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.
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
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.
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.
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