Travel Requests

The Travel Requests section in Saftwares helps you manage and track all travel-related activities within your organization. Here's what you can do in this section:

Travel Requests overview

The travel requests overview provides a comprehensive list of all travel requests in your organization. Here you can:

• View a list of all pending, approved, and completed travel requests
• Search and filter requests by various criteria (e.g., status, requester, date)
• Access individual travel request details

Submitting a new travel request

To submit a new travel request in Saftwares:

1. Click the "New Travel Request" button in the Travel Requests section.
2. Fill in the required information:
   • Purpose of travel
   • Destination
   • Start and end dates
   • Estimated expenses
   • Required documents (e.g., visa, passport)
3. Submit the form

Once submitted:

• The request will appear in the travel requests list
• Relevant approvers will be notified
• You can track the status of your request

This process streamlines travel planning and approval within your organization.

Editing a travel request

To modify a travel request:

1. Locate the request in the travel requests overview list.
2. Click on the "Edit" button (the dots icon) next to the request.
3. In the edit form, you can update various details such as:
   • Travel dates
   • Estimated expenses
   • Supporting documents
   • Additional notes
4. Make the necessary changes in the editable fields.
5. Click "Save" or "Update" to confirm the changes.

Viewing travel request details

To access comprehensive information about a travel request:

1. Find the request in the overview list.
2. Click on the request ID or the "View" button.
3. This will open the request's detailed page, where you can see:
   • Request overview and purpose
   • Travel itinerary
   • Expense estimates and breakdowns
   • Approval status and comments
   • Attached documents

The detailed view provides all necessary information for both travelers and approvers.

Approving or rejecting a travel request

For users with appropriate permissions:

1. Navigate to the travel request requiring action.
2. Review the request details thoroughly.
3. Click on the "Approve" or "Reject" button.
4. If rejecting, provide a reason in the comment box.
5. Confirm your decision.

Important considerations:

• Approval may trigger notifications to the finance department for budget allocation.
• Rejections should always be accompanied by clear explanations.
• Multiple approval levels may be required depending on organizational policy.

Completing a travel request

After the travel has concluded:

1. Find the completed travel request in the list.
2. Click on the "Complete" or "Close" button.
3. Submit any required post-travel documentation (e.g., expense reports, receipts).
4. Provide a brief summary of the trip outcomes if required.
5. Confirm the completion.

After completion, the travel request will be moved to the archive, but can still be accessed for reporting and auditing purposes.