Employee Travel Request Form
A travel request and approval form with an itemised cost estimate, an optional advance, an international section for passport and visa, and the declarations that make approval meaningful.
Free · No sign-up · Nothing leaves your browser · Figures reviewed 22 September 2026
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Adds passport, visa and insurance fields.
Nothing you type here leaves your browser — the document is built on this page, and there is no server to send it to. Printing gives you the document alone, without the page around it.
Still to fill, shown as [square brackets] below: Company name
[COMPANY NAME] EMPLOYEE TRAVEL REQUEST AND APPROVAL ============================================================ Employee: [Name] Employee number: [Number] Department: [Department] Grade: [Grade] TRAVEL DETAILS Purpose: [Purpose of travel] From: [Origin] To: [Destination] Departure: [Date] Return: [Date] Client or project: [If applicable] ESTIMATED COST Item Estimate -------------------------------------------------- Travel (air / rail / road) Accommodation Local transport Meals and incidentals Other -------------------------------------------------- TOTAL Advance requested: [Amount] An advance is settled against actual expenses within 15 days of return. DECLARATIONS [ ] Travel is in accordance with the travel policy for my grade [ ] Cheaper alternatives, including a video call, have been considered [ ] My work commitments during this period are covered Employee Name: [Name] Signature: [Signature] Date: [Date] Manager approval Name: [Name] Signature: [Signature] Date: [Date] Finance approval Name: [Name] Signature: [Signature] Date: [Date] ------------------------------------------------------------ AFTER THE TRAVEL Submit the expense claim with original bills within 15 days of return. Bills are required for a reimbursement to be tax-free — without them the amount is treated as salary.
A travel request form is a budget approval as much as a permission. The itemised estimate is what makes the approver's decision a real one, and what the eventual claim is checked against.
The declaration that cheaper alternatives were considered, including a video call, is there because it is the question nobody asks after the trip is booked.
Frequently asked questions
- What should a travel request form include?
- Employee and grade, purpose, origin and destination, dates, an itemised cost estimate, any advance requested, declarations that it follows policy and that alternatives were considered, and approval blocks for the manager and finance.
- Is business travel reimbursement taxable?
- Reimbursement of actual business travel against bills is not income at all. It is entirely separate from leave travel allowance, which is a personal-travel exemption with its own rules and its own block of four years.
- How long should a travel advance take to settle?
- Fifteen days from return is a common and workable rule. Unsettled advances that age past a month become a reconciliation problem and, eventually, a recoverable the employee has forgotten about.
About this tool
Built by the ViniOffice team. Figures and rules last reviewed 22 September 2026 against the statutory reference this team maintains. Indian statutory rates are date-effective and change by notification — confirm against the current one before running payroll or filing.
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