Employee Travel
Employee Travel is the trip, not the ask. It is raised from an approved Employee Request Travel and holds what was actually arranged: the dates, the route, the mode and class, the accommodation and the car movements. It is the record the admin office books against and the one an expense claim is checked against afterwards.
What it is for
A request is what somebody wanted. A trip is what the company arranged. They are usually close and occasionally not: the morning flight was full, the guest house was taken, the trip came back a day later than planned. Keeping the two as separate documents means the request stays as the record of what was approved and the trip stays as the record of what happened.
The screen carries the same fields as the request, filled in as arranged rather than as asked for. The one new thing is the request reference, which ties the two together. Only requests that are approved and not already turned into a trip can be picked, so one request produces one trip.
Afterwards, this is the document an expense claim is read against. A claim for three nights against a two night trip is a question worth asking, and it can only be asked if the trip was recorded.
Every field, in plain words
Basic
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Transaction No | The reference of the trip | TRV-2026-0094 | Required |
| Request No | The approved request this trip comes from | TRQ-2026-0112 | Pick it from the list. Only approved requests that have not already been used appear |
| Transaction Date | The day the trip was raised | 14-Apr-2026 | Required |
| Employee | Who is travelling | EMP-0088 Tariq Mehmood | Required |
| Employee Name | Fills itself from the employee. Leave it | ||
| Travelling Reason Type | Why he went | Customer visit | Pick it from the Reason list |
| Trip Start Date | The first day of the trip as arranged | 20-Apr-2026 | Required |
| Trip End Date | The last day as arranged | 23-Apr-2026 | Required. It can differ from the request. That difference is the point of having two documents |
| Notes | What was actually arranged | Morning flight full, booked on the 14:10 instead. Returned a day later at the buyer request. |
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 return | TWT | Required. OWT One Way Trip, TWT Two Way Trip |
| Travel By | How he travelled | AIR | AIR Air, BUS Bus, CAR Car |
| Travel Class | Which class was booked | ECO | ECO Economy, BUS Business, FIR First |
| Travel Time Preference | Which part of the day was booked | AFT | 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 stayed in a company arranged room | Ticked | |
| Company accommodation start date | 20-Apr-2026 | Fill both dates. An expense claim is checked against them | |
| Company accommodation end date | 23-Apr-2026 | ||
| Travelling on personal accommodation | He made his own arrangements | Unticked | |
| Personal accommodation start date | |||
| Personal accommodation end date |
Pick and Drop
One line per car movement arranged.
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Line | Line number | Fills itself | |
| Pick Date | 20-Apr-2026 | ||
| Drop Date | 20-Apr-2026 | ||
| Pick From | Plant gate, Faisalabad | ||
| Pick To | Faisalabad airport | ||
| Notes | Driver Shahbaz, vehicle LEB-4471 | Record the driver and the vehicle here, it is what settles a question about mileage later |
How to configure it
- Wait until the Employee Request Travel is approved. An unapproved request will not appear in the list.
- Create the trip, enter the reference and the date, and pick the Request No.
- Confirm the traveller, the reason and the trip dates, and change any date that was actually arranged differently.
- Enter the route as booked.
- Enter the travel mode, how he travelled, the class booked and the part of the day, which may not be what he asked for.
- Tick the accommodation that was actually used and enter its dates.
- Enter a pick and drop line per movement arranged, with the driver and vehicle in the notes.
- Write anything that differed from the request in Notes, and save.
- After the trip, settle the money through Request For Expense Reimbursement, checked against this document.
Scenarios
The morning flight was full and he went in the afternoon
Record the trip as it was booked, with the afternoon preference, and say so in Notes. Do not change the request. The request is what was approved and the trip is what happened, and keeping them apart is how the difference stays visible.
The buyer kept him an extra day
Change the Trip End Date on the trip, and extend the accommodation end date. The request still says two nights and the trip says three, which is exactly the record an expense claim for three nights needs.
An expense claim does not match the trip
Compare the claim against the trip dates and the accommodation dates on this document. A claim for nights the company already paid for in the guest house is the commonest mismatch, and the accommodation ticks are what show it.
The trip was called off after it was raised
Nothing on this screen removes bookings. Cancel with the airline and the guest house, and record in Notes that the trip did not take place. Do not delete the document, the costs of the cancellation usually still exist.
What it is connected to
- Employee Request Travel is what this is raised from, and one request produces one trip.
- Employee Basic Information supplies the traveller.
- Country, City and Reason supply the lists.
- Request For Expense Reimbursement and Employee Expense Reimbursement are where the money is claimed and paid, checked against this record.
- Where the traveller is away on a working day, On Duty Request is what keeps his attendance right. This screen does not touch attendance.
If something looks wrong
- "The request I want is not in the list" - it has not been approved, or a trip has already been raised from it.
- "Attendance shows him absent for the days he was travelling" - this screen does not mark attendance. Raise an On Duty Request for the travel days.
- "The trip and the request disagree" - that is allowed and often correct. Record what was arranged here and explain the difference in Notes.
- "An expense claim cannot be checked" - the accommodation ticks and dates were left empty, so there is nothing to compare the claim against.