Travel advance and expense report workflow template

How it runs, step by step

The process reads from top to bottom. Each step goes to its owner with a deadline, and everything that happens is recorded in the request's timeline.

1. Request

   Whoever starts the request

   Where you are going, when, and how much you need. Your manager approves it next.

   Approval: The requester’s manager
   6 fields in the request form

   • Destination * Text
   • Departure * Date
   • Return * Date
   • Purpose of the trip * Long text
   • Advance requested * Amount
   • Bank account for the direct deposit * Text

2. Advance payment

   A person or team you choose

   Finance deposits the advance.

   Due in 2 days (business time)
   3 fields

   • Amount paid * Amount
   • Payment date * Date
   • Receipt * Files

3. Trip

   Nobody, it continues on its own

   Waits until 1 day after “Return”

4. Expense report

   The requester

   List every expense with its receipt.

   Due in 5 days (business time)
   4 fields

   • Expenses *Columns: Date, Type, Description, Amount Table
   • Total spent Calculated
   • Balance (advance − spent) Calculated
   • Receipts * Files

5. Settlement

   A person or team you choose

   Finance checks the receipts and settles the balance.

   Due in 3 days (business time)
   3 fields

   • Settlement *Return the difference to the company, Pay the difference to the employee, No difference Choice
   • Amount settled Amount · when needed
   • Notes Long text