Free Employee Travel Authorization Form Template

Trying to get approval for business travel can be frustrating and time-consuming. This Employee Travel Authorization Form Template helps HR teams and managers efficiently manage travel requests, ensuring that you can swiftly secure the necessary approvals. With this form, you benefit from clear tracking of requests, easy compliance with company policies, and improved communication between team members-all while ensuring your forms meet accessibility standards with WCAG-aligned labels. Ready to simplify your travel authorization process? Check out the live template now.

When to use this form

Use this form when an employee needs company approval to travel for work, such as client meetings, conferences, training, or site visits. Submit it before booking flights or hotels so managers can verify timing, budget, and policy fit. You will outline the trip purpose, itinerary, and estimated costs, giving approvers what they need to make a fast, informed decision. Employees get clarity; managers see expected outcomes; finance can plan funding and per diem. For high-cost or international travel, file early to allow for visas and any required approvals. If you need funds up front for airfare, lodging, or meals, pair your request with the Travel advance request form. The result is quicker approvals, fewer surprises, and a clean audit trail.

Must Ask Employee Travel Authorization Questions

What is the business purpose and expected outcome of this trip?
This clarifies value and aligns the request with team and company goals. A clear outcome helps approvers judge priority and reduces unnecessary travel.
What are the destination(s), travel dates, and key itinerary details?
Specifics let managers check workload coverage and confirm the timing fits policy. Accurate details also support duty of care and smooth booking approvals.
What is the estimated cost by category and which cost center will be charged?
Line-item estimates keep budgets on track and speed approvals. Cost center data ensures expenses post to the right accounts and reports.
Are there any policy exceptions or risks to flag (premium cabin, personal overlap, visas, high-risk locations)?
Flagging exceptions early prevents rework and compliance issues. It also lets approvers add conditions such as fare caps or travel insurance.
Do you need an advance or prepayment to cover trip costs?
Stating this upfront helps finance plan cash flow and prevent last-minute delays. If cash is required instead of a card or vendor payment, submit the Cash advance request form.

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Question		Response
Employee full name		John Smith
Work email		[email protected]
Mobile phone		555 555 5555
Department		This is a test
Job title		This is a test
Employee ID		This is a test
Supervisor full name		John Smith
Supervisor email		[email protected]
Travel type		Domestic
Destination country		This is a test
Destination city or town		This is a test
Departure date		2025-10-15T00:00:00.000Z
Return date		2025-10-15T00:00:00.000Z
Does this trip include weekend travel?		No
If other purpose, please specify		This is a test
Business justification		This is a test
Primary purpose of travel		Client meeting
Planned transportation modes		Personal vehicle
Preferred departure airport or station		This is a test
Preferred departure time window		Evening
Checked baggage required		Yes
Will a personal vehicle be used during the trip?		No
If using a personal vehicle, estimated miles		This is a test
Is lodging required?		Yes
Number of nights		This is a test
Preferred hotel or area		This is a test
Room preference		Accessible
Cost center or project code		This is a test
Client or billing entity (if applicable)		This is a test
Pre-approval reference number (if any)		This is a test
Estimated airfare (currency)		This is a test
Estimated lodging total (currency)		This is a test
Estimated ground transport total (currency)		This is a test
Estimated meals or per diem total (currency)		This is a test
Other estimated costs (currency)		This is a test
Total estimated trip cost (currency)		This is a test
If requesting an advance, amount (currency)		This is a test
Travel advance requested		No
Is the destination on a restricted or high-risk list?		Yes
Is travel insurance required for this trip?		Yes
I have reviewed the company travel policy		2
I will comply with expense submission and receipt requirements		1
If health considerations apply, please provide details		This is a test
Emergency contact full name		John Smith
Emergency contact relationship		This is a test
Emergency contact phone		555 555 5555
Any health considerations or accommodations needed?		No
I confirm the information provided is accurate and complete		4
I understand that bookings should not be made until approval is granted		1
Employee signature		This is a test
Signature date		2025-10-15T00:00:00.000Z
I consent to share necessary travel details with approved vendors for booking		4
Manager decision		Denied
Manager comments		This is a test
Manager signature		This is a test
Manager signature date		2025-10-15T00:00:00.000Z
Reviewer full name		John Smith
Reviewer signature		This is a test
Review date		2025-10-15T00:00:00.000Z
Finance or travel admin review status		On hold

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Employee Travel Authorization Form Template

Streamline Your Travel Approval Process with Ease

When to use this form

Must Ask Employee Travel Authorization Questions

More Forms

Unlock hundreds more featuresSave your Form to the DashboardView and Export ResultsUse AI to Create Forms and Analyse Results

Employee Travel Authorization Form Template

Streamline Your Travel Approval Process with Ease

When to use this form

Must Ask Employee Travel Authorization Questions

More Forms

Unlock hundreds more features
Save your Form to the Dashboard
View and Export Results
Use AI to Create Forms and Analyse Results