Travel Request
Overview
Below is a business-focused explanation of the Travel Request document in Dafater.
Overview: What the Travel Request Is Used For
The Travel Request is used to formally plan, approve, and record employee travel related to business activities. It captures essential details such as travel dates, destination, purpose, and estimated costs before the trip takes place.
This document helps organizations maintain control over travel spending, ensure proper approvals, and align travel plans with business objectives.
Prerequisites and Setup Before Using Travel Request
Before employees and managers can effectively use the Travel Request, the following should be in place:
- Employees and reporting managers are properly defined in Dafater
- Clear company policies for business travel, approvals, and expense eligibility
- Defined approval authority (for example, line manager, department head, or HR)
- Standard travel categories such as domestic, international, training, client visit, etc.
- Budget guidelines or cost expectations for travel and accommodation
These preparations ensure that travel requests are consistent, compliant, and easy to approve.
Typical Workflow and Business Process Fit
The Travel Request fits into the travel management and expense control process as follows:
Employee Initiates Request
The employee creates a Travel Request before making any travel arrangements, stating the reason, destination, and expected travel period.Manager Review and Approval
The request is reviewed to confirm business need, budget alignment, and scheduling feasibility.HR or Administration Validation (if applicable)
HR or admin teams may review for policy compliance and coordination.Approved Travel Execution
Once approved, the employee proceeds with booking and travel.Reference for Expense Claims
After the trip, the approved Travel Request is used as a reference for expense reimbursement and auditing.
This workflow ensures transparency and prevents unauthorized or unnecessary travel.
Key Business Scenarios Where Travel Request Is Essential
The Travel Request is especially important in the following situations:
- Employee travel for client meetings or business development
- Participation in conferences, exhibitions, or training programs
- Inter-branch or inter-country travel
- Project-related site visits
- Travel that requires advance budgeting and management approval
In all these cases, the Travel Request provides clarity and accountability.
Important Considerations for Users
- Always submit the Travel Request before making bookings or commitments
- Clearly state the business purpose to avoid approval delays
- Ensure travel dates and destination details are accurate
- Follow company travel policies to prevent rejection or reimbursement issues
- Use approved Travel Requests as a reference when submitting expense claims
By using the Travel Request properly, organizations using Dafater can manage travel efficiently, control costs, and maintain strong governance over employee movements.
If you would like, I can also provide:
- A simplified user guide for employees
- A manager’s approval checklist
- Common mistakes to avoid when submitting a Travel Request
Basic Information
- Module: HR
- Document Type: Other
Workflow
Workflow Name: Travel Ticket Request
States
- Draft (Status: 0)
- Draft (Status: 0)
- Applied (Status: 0)
- Applied (Status: 0)
- Approved (Status: 1)
- Approved (Status: 1)
- Rejected (Status: 0)
- Rejected (Status: 0)
Transitions
- Draft → Submit → Applied (Allowed: Employee)
- Draft → Submit → Applied (Allowed: Employee Self Service)
- Applied → Approve → Approved (Allowed: HR Manager)
- Applied → Reject → Rejected (Allowed: HR Manager)
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| workflow_state | Workflow State | Link | Workflow State | Current approval stage of the travel request in Dafater workflow | |
| travel_type | Travel Type | Select | ✓ | , Domestic, International | Indicates whether travel is domestic or international |
| travel_funding | Travel Funding | Select | , Require Full Funding, Fully Sponsored, Partia... | Defines funding responsibility for the requested travel | |
| travel_proof | Copy of Invitation/Announcement | Attach | - | Upload invitation or announcement supporting the travel request | |
| purposeoftravel | Purpose of Travel | Link | ✓ | Purpose of Travel | Business purpose linked to predefined travel purposes in Dafater |
| detailsofsponsor | Details of Sponsor (Name, Location) | Data | - | Name and location of sponsoring organization, if applicable | |
| employee | Employee | Link | ✓ | Employee | Employee requesting travel, linked from Dafater records |
| employee_name | Employee Name | Data | - | Full name of the employee requesting travel | |
| cell_number | Contact Number | Data | - | Primary contact number during travel | |
| prefered_email | Contact Email | Data | - | Preferred email address for travel-related communication | |
| company | Company | Link | Company | Company under which the travel request is raised | |
| dateofbirth | Date of Birth | Date | - | Employee date of birth for identification and compliance | |
| personalidtype | Identification Document Type | Link | Identification Document Type | Type of personal identification document provided | |
| personalidnumber | Identification Document Number | Data | - | Identification document number for verification purposes | |
| passport_number | Passport Number | Data | - | Passport number required for international travel | |
| description | Any other details | Small Text | - | Additional information relevant to the travel request | |
| itinerary | itinerary | Table | Travel Itinerary | Detailed travel schedule including destinations and dates | |
| costings | Costing | Table | Travel Request Costing | Estimated or actual travel-related expenses | |
| cost_center | Cost Center | Link | Cost Center | Cost center to which travel expenses will be charged | |
| nameoforganizer | Name of Organizer | Data | - | Name of event or travel organizer | |
| addressoforganizer | Address of Organizer | Data | - | Official address of the travel or event organizer | |
| other_details | Other Details | Text | - | Any supplementary details not captured elsewhere | |
| amended_from | Amended From | Link | Travel Request | Reference to the original travel request being amended |
Child Tables
itinerary (Travel Itinerary)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| travel_from | Travel From | Data | - | Starting location of the journey recorded in Dafater | |
| travel_to | Travel To | Data | - | Destination location of the journey in Dafater | |
| modeoftravel | Mode of Travel | Select | , Flight, Train, Taxi, Rented Car | Selected transportation mode for business travel in Dafater | |
| meal_preference | Meal Preference | Select | , Vegetarian, Non-Vegetarian, Gluten Free, Non ... | Preferred meal option during travel as per Dafater record | |
| traveladvancerequired | Travel Advance Required | Check | - | Indicates whether travel advance is required in Dafater | |
| advance_amount | Advance Amount | Data | - | Requested advance amount for travel expenses in Dafater | |
| departure_date | Departure Datetime | Datetime | - | Scheduled departure date and time in Dafater | |
| arrival_date | Arrival Datetime | Datetime | - | Expected arrival date and time in Dafater | |
| lodging_required | Lodging Required | Check | - | Specifies if accommodation booking is required in Dafater | |
| preferredareafor_lodging | Preferred Area for Lodging | Data | - | Preferred locality for accommodation booking in Dafater | |
| checkindate | Check-in Date | Date | - | Planned hotel check-in date recorded in Dafater | |
| checkoutdate | Check-out Date | Date | - | Planned hotel check-out date recorded in Dafater | |
| other_details | Other Details | Small Text | - | Additional travel-related notes captured in Dafater |
Costing (Travel Request Costing)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| expense_type | Expense Type | Link | Expense Claim Type | Type of travel expense defined in Dafater. | |
| sponsored_amount | Sponsored Amount | Currency | Company:company:default_currency | Amount sponsored by external party for this travel. | |
| funded_amount | Funded Amount | Currency | Company:company:default_currency | Amount funded internally by Dafater or company budget. | |
| total_amount | Total Amount | Currency | Company:company:default_currency | Total travel cost combining sponsored and funded amounts. | |
| comments | Comments | Small Text | - | Additional remarks or justifications for travel costing. |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| System Manager | ✓ | ✓ | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Company | Links to | Setup |
| Cost Center | Links to | Accounts |
| Employee | Links to | Setup |
| Identification Document Type | Links to | HR |
| Purpose of Travel | Links to | HR |
| Travel Request | Links to | HR |
| Workflow State | Links to | Workflow |