Creating a Travel Request
Employees can submit travel requests through IceHrm to request approval for business trips. This guide explains how to create and submit a travel request.
Adding a Travel Project
A travel project is a way to categorize all travel requests for a given project. As an admin, you can create travel projects and view all travel requests submitted by employees under Manage > Travel.
How to Create a Travel Request as an Employee
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Go to Travel Management > Travel Request
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Click Add New
- Fill in the required fields:
| Field | Description |
|---|---|
| Means of Transportation | Select your preferred travel method |
| Purpose of Travel | Enter a detailed description of why you are traveling |
| Travel From | Specify your departure location |
| Travel To | Specify your destination |
| Travel Date | Enter the journey start date |
| Return Date | Enter the journey end date |
| Currency | Choose the currency for payment |
| Total Funding Proposed | Enter the exact or estimated travel expenses |
- Click Save to submit the request
Attaching Proof of Expenses
IceHrm allows you to attach proof documents for your manager or admin to verify actual costs.
How to Attach Documents
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Scroll to the Attachments section
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Click Add Attachment
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Select the file from your computer
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Add a description if needed
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Save
Supported Documents
- Flight/train tickets
- Hotel booking confirmations
- Expense receipts
- Event registrations
- Meeting invitations
Notification Process
Once you submit a travel request, your supervisor automatically receives a notification to review and approve it.
Request Status
| Status | Description |
|---|---|
| Pending | Awaiting supervisor approval |
| Approved | Request approved for travel |
| Rejected | Request denied |
| Cancelled | Cancelled by employee |
Quick Reference
| Task | Location |
|---|---|
| Create travel request | Travel Management > Travel Request > Add New |
| View my requests | Travel Management > Travel Request |
| Attach documents | Open request > Add Attachment |
Best Practices
- Be Detailed - Provide a clear purpose description for faster approval
- Estimate Accurately - Include realistic cost estimates
- Attach Proof - Include supporting documents when available
- Submit Early - Allow adequate time for the approval process
- Check Status - Monitor your request status regularly