Employee Request Travel

This is the ask, not the trip. An employee says where he is going, between which dates, by which mode and class, whether he needs company accommodation and whether he needs picking up. Once it is approved, the trip itself is raised from it on Employee Travel.

Where

People Directory › Employee Request Travel

Who uses it

The employee raises it, his manager and admin approve it

When

Before the trip, with enough notice for tickets and a room

Needs first

Employee Basic Information, Country with its cities, and a Reason list

Leads to

Employee Travel

What it is for

A trip costs money in three places at once: the ticket, the room and the car. Those are bought by three different people, usually from a message that leaves one of the three out. This screen is the single written ask that all three work from.

It is deliberately separate from the trip. A request can be refused, changed or abandoned, and none of that should leave a travel record behind. Once the request is approved, Employee Travel is raised from it, and only requests that have been approved and not already used appear in that list. That is what stops the same request being turned into two trips.

The request has four parts beyond the header. Departure and arrival says where he is going from and to, by country and city. Travel mode says whether it is one way or a return, by what means, in what class, and at what time of day he would rather travel. Accommodation says whether he is staying in company accommodation or making his own arrangements, with the dates for each. Pick and drop is a list of the car movements he needs, with dates and places.

Every field, in plain words

Basic

Field	What it means	What to put in it	Notes
Transaction No	The reference of the request	TRQ-2026-0112	Required
Request No	The reference the employee or admin quotes	TRQ-2026-0112
Transaction Date	The day the request was raised	12-Apr-2026	Required
Employee	Who is travelling	EMP-0088 Tariq Mehmood	Required. Pick him from the list
Employee Name		Fills itself from the employee. Leave it
Travelling Reason Type	Why he is going	Customer visit	Pick it from the Reason list
Trip Start Date	The first day of the trip	20-Apr-2026	Required
Trip End Date	The last day	22-Apr-2026	Required
Notes	Anything the approver or the admin office needs to know	Meeting at the buyer office in Karachi on 21 April, 10am

Departure Arrival

Field	What it means	What to put in it	Notes
Country From		PK Pakistan	Pick it from Country
City From		FSD Faisalabad	Pick it from City
Country To		PK Pakistan
City To		KHI Karachi

Travel Mode

Field	What it means	What to put in it	Notes
Travel Mode	One way or a return trip	TWT	Required. OWT One Way Trip, TWT Two Way Trip
Travel By	How he is travelling	AIR	AIR Air, BUS Bus, CAR Car
Travel Class	Which class	ECO	ECO Economy, BUS Business, FIR First. The grade usually decides it, so check the client's travel policy
Travel Time Preference	When in the day he would rather travel	MOR	MOR Morning, AFT After Noon, EVE Evening, NIG Night

Accommodation

Field	What it means	What to put in it	Notes
Travelling on company accommodation	He will stay in a company arranged room or guest house	Ticked
Company accommodation start date		20-Apr-2026	Fill both dates when the tick is set, the admin office books from them
Company accommodation end date		22-Apr-2026
Travelling on personal accommodation	He is making his own arrangements	Unticked	Tick it for a man staying with family, so nobody books a room he will not use
Personal accommodation start date
Personal accommodation end date

Pick and Drop

One line per car movement needed.

Field	What it means	What to put in it	Notes
Line	Line number	Fills itself
Pick Date	When he needs picking up	20-Apr-2026
Drop Date	When he needs dropping	20-Apr-2026
Pick From	Where from	Plant gate, Faisalabad
Pick To	Where to	Faisalabad airport
Notes		Flight at 07:30, pick up by 05:30

How to configure it

1. Have the Country and City lists and a short travelling reason list in place. The travel codes are built in.
2. The employee opens the screen and creates a request with his own name, the trip dates and the reason.
3. He fills in where he is going from and to.
4. He picks the travel mode, how he is travelling, the class his grade allows and the time of day he would rather travel.
5. He ticks whichever accommodation applies and fills in its dates. Ticking personal accommodation is how he tells the admin office not to book a room.
6. He adds a pick and drop line for each car movement, with the place and the time in the notes.
7. He saves and sends it for approval.
8. Once it is approved, the admin office raises Employee Travel from it and books against that.

Scenarios

A manager is flying to Karachi for two days to see a buyer

One request, two way trip, by air, economy, morning, with the company guest house ticked for both nights and two pick and drop lines: the plant to the airport on the way out and the airport to the plant on the way back. Everything three different people need is on one document.

He is staying with his brother, do not book a room

Tick personal accommodation instead of company accommodation and fill its dates. The tick is what tells the admin office not to hold a room, which is the commonest avoidable travel cost there is.

Finance wants only grade seven and above in business class

That is a travel policy, not a system rule. The class is picked here, and the check belongs to whoever approves the request. Write the rule into the approval instruction rather than expecting the screen to refuse it.

The trip was approved and then cancelled

Leave the request as it is and do not raise a travel document from it. An approved request that has not been turned into a trip is exactly that, and nothing was booked against it.

What it is connected to

• Employee Travel is raised from an approved request. Only requests that are ready and not already used appear there.
• Employee Basic Information supplies the traveller.
• Country and City supply the places, and Reason the travelling reason.
• Request For Expense Reimbursement is where the money spent on the trip is claimed back afterwards.

If something looks wrong

• "The request does not appear when raising a travel document" - it has not been approved, or a travel document has already been raised from it. Each request is used once.
• "Nobody booked the car" - no pick and drop lines were entered. The car is only arranged from those lines.
• "A room was booked although he was staying with family" - the personal accommodation tick was left off, so the admin office saw no instruction not to book.
• "The city is not in the list" - it has to exist on the City screen under the right state first.
• "The travel class, mode and time lists are empty on this screen" - the three travel code lists are configured for the travel document and may not be set up on the request screen. Raise it with your implementation consultant, the values themselves are the same ones listed above.