The Create Travel Request module lets employees submit business travel requests — destination, travel mode, dates, and estimated costs — and lets authorized users submit them on someone else’s behalf.
This module helps ensure travel requests are submitted with the right details and routed through your company’s approval process before the trip is confirmed.
Related Setup and Navigation #
Before employees submit travel requests, admins should make sure the following is set up.
- Currency Setup
Route: Dashboard → Admin → Currency
Used to configure which currencies are available on the travel form, and which one is the default. - Permission Setup
Route: Dashboard → Admin → Permission → Employee Permission / Team Permission
Used to assign travel-related permissions, such as creating travel requests for yourself or on behalf of others, editing, deleting, viewing, approving, or rejecting travel requests. Please check the Permissions Management guide for a better understanding. - Approval Flow Setup
Route: Dashboard → Admin → Approval Flows
Used to configure single-step or multi-step approval workflows for travel requests. Please check the Approval Flows (Workflow Management) for a better understanding. - Create Travel Request
Route: Dashboard → Travel → Create Travel Request
Used by employees to submit travel requests for themselves, or by permitted users to submit travel requests on behalf of other employees.
Who Can Use This Feature #
Subscriber Admin can create a travel request for any employee in the company, at any time, without needing any specific permission.
Employees need permission even to submit a travel request for themselves — this isn’t automatic just from being an employee. Submitting a travel request on behalf of someone else requires a separate permission on top of that.
Permission Behavior #
Two permissions control who can create a travel request at all, and for whom:
- Create Travel Request (For Own)
Required action: Create
Required just to submit a travel request for yourself. Without this, the Create Travel Request option won’t appear at all — not even to request your own travel. - Create Travel Request (For All)
Required action: Create
Shows the Search Employee field in the Create Travel Request form, letting you pick another employee and submit the request on their behalf instead of your own. This is on top of, not instead of, Create Travel Request (For Own).
Without Create Travel Request (For All), the Search Employee field doesn’t appear, and the form can only submit a travel request for yourself (assuming you hold Create Travel Request (For Own)).
Good to know: Subscriber Admin never needs Create Travel Request (For Own) or Create Travel Request (For All) — those requirements only apply to regular employees. Either way, the employee being submitted for must be an active, licensed employee — you can’t submit a travel request on behalf of someone who’s inactive or without a license.
Good to know: these creation permissions only control creating a travel request (for yourself or on someone’s behalf) — they have no effect on editing or deleting one afterward. Editing and deleting a request created on behalf of someone else are each controlled by their own separate permission (Edit Travel Request (For On Behalf), Delete Travel Request (For On Behalf)), covered later in this guide, and those only ever apply to requests you personally created — not to every employee’s travel requests in general.
Beyond creating a travel request, several other permissions control the rest of the travel lifecycle, each covered in the section of this guide (or a related guide) where that action is explained:
- Edit Travel Request (For Own) / Edit Travel Request (For On Behalf) — see Edit Travel Request below.
- Delete Travel Request (For Own) / Delete Travel Request (For On Behalf) — see Delete Travel Request below.
- View Travel Request Details — lets someone open and view a travel request’s full details even if they’re not the requester, an approver, or the Subscriber Admin.
- View All Travel Requests (Route Access) — grants access to the company-wide travel list; see the View All Travel Requests guide.
- Approve Travel Request (For All) / Reject Travel Request (For All) — see the Approve & Reject Travel Request guide.
All of these permissions can be assigned directly to an employee, or to an entire team at once (so everyone on that team inherits them). See the Permissions Management guide for how to assign permissions.
Create Travel Request Form #
The form includes the following fields:
- Search Employee
Appears only for users with Create Travel Request (For All) permission (or the Subscriber Admin). Used to select another employee when creating a travel request on behalf of someone else. - Title
A short title describing the travel (e.g., “Client Visit – Dhaka Branch”). Limited to 100 characters. - Destination
The city or location of travel. Limited to 200 characters. - Travel Mode
Select the type of travel: Airplane, Train, Bus, Car, or Other. - Start Date / End Date
Select the travel period. The Start Date can’t be in the past — it must be today or later — and the End Date can’t be earlier than the Start Date. - Travel Mode Cost
The transportation cost. Optional (defaults to 0), can’t be negative, and can’t exceed 9,999,999. - Hotel Cost
Optional accommodation cost, with the same limits as Travel Mode Cost — can’t be negative, can’t exceed 9,999,999. - Currency
Select the applicable currency, from the currencies configured under Dashboard → Admin → Currency. Defaults to your company’s default currency, but can be changed per request. - Travel Reason
State the purpose of the travel. Limited to 500 characters. - Attachments
Upload tickets, bookings, or other travel documents — images or PDF files, up to 5 per request. - Submit
Sends the travel request for approval.
Tip: Admins or authorized users can create travel requests for other employees, making it ideal for HR or travel coordinators managing multiple team trips.
Good to know: the “no past Start Date” rule only applies when you first create the request. If you later edit a pending travel request, the Start/End Date fields don’t re-check this — so an edit can technically move a request’s dates into the past. This is a one-sided rule, not something enforced consistently on every save.
Approval Flow Assignment #
If your organization has an approval flow configured for travel requests (from Dashboard → Admin → Approval Flows), every submission follows that workflow before final approval. The applicable flow is chosen based on the employee, their team, gender, department, or designation — the same criteria used for other approval-based modules in Office-X.
If no approval flow applies to that employee, the travel request is still created and saved as Pending, but simply waits on the Subscriber Admin — no other approver can act on it until a flow is set up to cover that employee.
The step-by-step mechanics of approving/rejecting a travel request work the same way as leave and bill requests do — only the final step’s approval sets the request to Approved, a rejection at any step ends it immediately, and the Subscriber Admin can always act on whichever step is currently pending. See the Approve & Reject Travel Request guide for the full walkthrough.
What Happens After Submission? #
After a travel request is submitted successfully:
- The travel request status becomes Pending.
- If an approval flow applies, the first step’s approver(s) are notified (in-app and/or by email, depending on how that step is configured). If no flow applies, the Subscriber Admin is notified instead.
- The employee whose travel it is always receives a confirmation email, separately from whatever goes to approvers.
- The travel request appears in the employee’s travel request list.
Action Options (Permission-Based) #
All actions are controlled by user permissions:
Edit Travel Request #
A travel request can be edited only while its status is Pending. Approved or rejected travel requests cannot be edited.
- Subscriber Admin can edit any pending travel request in the company.
- Users with Edit Travel Request (For Own) permission can edit their own pending travel requests.
- Users with Edit Travel Request (For On Behalf) permission can edit a pending travel request only if they personally created it on that employee’s behalf in the first place — not just any employee’s request.
When editing, you can add or remove attachments, still capped at 5 in total.
Delete Travel Request #
A travel request can be deleted only while its status is Pending. Approved or rejected travel requests cannot be deleted.
- Subscriber Admin can delete any pending travel request in the company.
- Users with Delete Travel Request (For Own) permission can delete their own pending travel requests.
- Users with Delete Travel Request (For On Behalf) permission can delete a pending travel request only if they personally created it on that employee’s behalf in the first place — same rule as editing.
Deleting a travel request also removes its uploaded attachments and any comments (along with their attachments) on that request.
View Travel Request #
Users with the required access can open the travel request’s details page to review the full information — request details, attachments, approval flow, and comments.
Comments #
Users can use comments to communicate with approvers — to ask for clarification, provide additional information, or explain a decision — with up to 5 file attachments per comment.
Who can comment: the requester, the requester’s reporting manager, the Subscriber Admin, any approver named in the travel request’s approval flow, or anyone holding View Travel Request Details permission.
How long you can comment: only while the travel request is still Pending. As soon as it becomes Approved or Rejected, commenting closes — comments made while it was still pending remain visible afterward.
Approved or rejected travel requests cannot be edited or deleted.
Summary #
The Create Travel Request module ensures employees can submit travel requests accurately and in accordance with company policy. Permission-based access — including the base permission just to create a travel request for yourself — allows authorized users to create, edit, or delete travel requests for others while maintaining control, traceability, and accountability. Pending requests can be edited, deleted, or commented on based on permission, while approved and rejected requests are protected from further changes.
Note: If your organization has an approval flow configured for travel requests, all submissions will follow the defined workflow before final approval — see the Approve & Reject Travel Request guide for exactly how that works.