# Travel advance and expense report workflow template

> Ask for an advance before the trip; after the return date the traveler reports the expenses and finance settles the difference.

Category: Finance. 5 steps, 16 form fields. Includes: waits automatically.

## Steps

### 1. Request

Owner: Whoever starts the request.

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

Approval: The requester’s manager.

Fields:

- Destination (text, required)
- Departure (date, required)
- Return (date, required)
- Purpose of the trip (long text, required)
- Advance requested (amount, required)
- Bank account for the direct deposit (text, required)

### 2. Advance payment

Owner: A person or team you choose.

Finance deposits the advance.

Due in 2 days (business time).

Fields:

- Amount paid (amount, required)
- Payment date (date, required)
- Receipt (files, required)

### 3. Trip

Owner: Nobody, it continues on its own.

Waits until 1 day after “Return”.

### 4. Expense report

Owner: The requester.

List every expense with its receipt.

Due in 5 days (business time).

Fields:

- Expenses (table, required): Date, Type, Description, Amount
- Total spent (calculated)
- Balance (advance − spent) (calculated)
- Receipts (files, required)

### 5. Settlement

Owner: A person or team you choose.

Finance checks the receipts and settles the balance.

Due in 3 days (business time).

Fields:

- Settlement (choice, required)
- Amount settled (amount)
- Notes (long text)

Use this template: https://easy.wf/register
Page: https://easy.wf/templates/travel-advance-and-expense-report