Although many people are canceling, rescheduling, or changing travel plans, millennials are taking advantage of cheap flights amidst the coronavirus pandemic, based on a report by Business Insider. Meanwhile, another report from Fox Business says that it may need to arrive at the airport up to four hours earlier of departure for additional precautions. This time is when we need a travel authorization form most. Find out more about the importance and benefits of this form with this article.
FREE 50+ Travel Authorization Forms in PDF | MS Word | Excel
1. Travel Authorization Form
2. Employee Travel Authorization Form
3. University Travel Authorization Form
4. College Travel Authorization Form
5. Travel Authorization Request Form
6. Project Travel Authorization Form
7. Department Travel Authorization Form
8. Sample Travel Authorization Form
9. Student Travel Authorization Request Form
10. Pre-Travel Authorization Form
11. Community Travel Authorization Form
12. Basic Travel Authorization Form
13. Research Foundation Travel Authorization Form
14. Request for Travel Authorization Form
15. International Travel Authorization Form
16. Simple Travel Authorization Form
17. Foreign Travel Authorization Form
18. University Travel Authorization Form Example
19. Affairs Travel Authorization Form
20. Travel Authorization Form Format
21. Faculty Travel Authorization Form
22. Department Travel Authorization Request Form
23. Formal Travel Authorization Form
24. Domestic Travel Authorization Form
25. Individual Travel Authorization Request Form
26. Invitational Travel Authorization Form
27. Graduate Student Travel Authorization Form
28. Student Activity Travel Authorization Request Form
29. Pre-Travel Authorization Form Sample
30. Travel Policy Authorization Form
31. Instructional Student Travel Authorization Form
32. Application for Foreign Travel Authorization Form
33. Blanket Travel Authorization Request Form
34. School Travel Authorization Request Form
35. Printable Travel Authorization Request Form
36. Law School Travel Authorization Request Form
37. Athlete International Travel Authorization Form
38. Travel Authorization Request Form to Department
39. Travel Activity Authorization Form
40. Travel Authorization Form Insurance Coverage
41. Travel Advance Authorization Form
42. Travel Board Authorization Form
43. Single Trip Travel Authorization Form
44. Travel Research Authorization Form
45. Travel Authorization Emergency Contact Form
46. Non-Employee Travel Authorization Form
47. Travel Agency Authorization Form
48. Travel Authorization Expense Report Form
49. Travel Authorization Form in Excel
50. University Travel Authorization Form Sample
51. Foreign Business Travel Authorization Form
What Is a Travel Authorization Form?
According to Finance Tufts, a travel authorization form or travel advance and expense form is a document that helps authorize and plan a trip, finance travel expenses, and get a refund for other travel expenses. This document has three main parts, which are crucial for the traveler’s departure and arrival.
The first part of the travel authorization form carries out the planning of itinerary, estimating expenses, and booking accommodation. In contrast, the second part entails payment of pre-departure costs, such as airline ticket or hotel deposits. A travel form is also important in making travel reports because all the receipts and documents are attached. Listing expenses that were incurred from the pocket is what the third part for. The traveler can get reimbursed for the expenses after the trip.
Why Is a Travel Authorization Form Important?
Before a trip can push through, it needs to comply with the requirements set by the organization. That is why a travel authorization form is a document used as approval for travel plans, whether in schools, companies, or other organizations. Also, it sets out the budget plan, which will finance the travel expenses, as well as lists the important things needed during the travel period. More so, some use the form to request travel assistance. And without this form, a traveler will have to shoulder the expenses.
The Benefits of a Travel Authorization Form
Traveling is exciting, but it is not all there is. There are risks and other unsolicited events that could happen on the way. Should you prioritize safety over leisure? Yes. Based on the data from BTS.gov, the total number of accidents involving aircraft is 185 between 1990 and 2010. Albeit the number is declining over the years and the possibility is nearing to zero, we should be reminded of our responsibilities as travelers. So, here are some travel authorization forms benefits that can be helpful to your future trips.
1. Helpful in Planning
Planning is fundamental when it comes to traveling. It makes you see a bigger perspective of things and prepare for various expectations. With this, you can establish your objectives and set out measurable actions in achieving your goals during the trip. If you are to go on a business trip with your colleagues, make the plan with them. Initiate a discussion and elaborate on your ideas. Later on, support the ideas that you consider beneficial for the business trip. Apart from the business trip schedule, you can even include side trips in your plan if you still have time.
2. Budgeting Becomes Easier
Overspending during a trip is not unusual. Overseeing travel expenses happens when a travel plan is not well-established. So, as early as the planning stage, critically consider a budget proposal. Since the plan provides the resources for the trip, the budget proposal should allocate the number of monetary resources. Take note, you can overstate the expenses in the budget proposal so that you can use the extra money for unlisted expenses. This is also called a contingency plan. Providing a budget proposal is also beneficial for your organization because it helps them decide how much money to give the traveler.
3. Prevention of Risk
A traveler’s responsibilities are crucial for the safety of the trip. Submitting a travel authorization form has to go through a series of approval to ensure that medical requirements have properly complied. Say, for example, attaching a fitness form on the travel authorization form indicates the permission of a traveler from a physician to participate in the latter. The lack of health requirements could delay the travel plan, or it could cancel the trip.
4. Reminder of Responsibilities
Unlike a vacation request, going on a business trip means coping with more corporate responsibilities. Sometimes, terms and conditions are written on the travel authorization form to remind the traveler of the responsibilities hinged on the trip. These instructions should encourage him or her to stick by the rules. And, comply with the requirements needed by the organization after the trip—such as reports relative to the purpose of traveling, expenses, and itinerary, among others. Although the document does not clearly convey an agreement, the traveler should comply with the agreed terms.
What Are Some Commonly Used Travel Authorization Forms?
According to Statista, the travel industry in the United States is growing. One of their reports found out that 463.6 million travelers from the US took business trips in 2018. The figure is expected to increase to 493.7 million by 2022. And, it shows that travel authorization forms will be around for the next years. Meanwhile, the most interesting change in the industry is the increase in travel insurance. Here are some commonly used travel forms that you should be familiar with:
1. University Travel Authorization Form
The university travel authorization form is a document used by faculty staff and students who will participate in out-of-state or out-of-country activities. It is requesting the university to cover all the expenses during the trip, including the transportation ticket, hotel accommodation, daily meal, and other costs. Moreover, the form can help the school in documenting sample travel records and track expense account.
2. Multiple Travelers Authorization Form
This document is a type of travel form designed for multiple travel requests. Instead of using separate forms for other travelers, you can use the multiple-travelers authorization form in a single process. With this form, a single request does not need approval since all are included in one form. Use this form if you want to save time. Or, if you are going to lessen paper trails.
3. Travel Authorization Form for Insurance Coverage
Travelers who have travel insurance use this form to request full coverage of the losses or damages associated with the trip—travel policies may include damage to personal property and rented properties, such as rental cars. It is one means of protection for those traveling domestically or abroad. Traveler insurance has many coverages, but it depends on what is included in the package. One of the most common benefits of this insurance is to get a refund on canceled trips or interruption of flights.
4. Business Travel Authorization Form
This form is useful for employees who are going on a business trip. It will estimate the total expense of the trip and identify the funding or budget source to be used to cover the expenses. The form will undergo the approval process. After that, the employee will update the completed document with the revised actual expense.
5. Athlete Travel Authorization Form
Student-athletes use an athlete’s travel authorization form to compete in an out-of-state or out-of-country sports event. This form can help them request full coverage of travel expenses from the institution they represent. More so, with this form, the institution can record the expenses taken from their account.
How Do You Craft a Travel Authorization Form?
Making forms is easy, especially if you are prepared. From the needed materials down to the required fields, these should be ready before starting. But if it seems challenging to begin the task, try to ask yourself this question, “Why is there a need to make a travel authorization form?” The answer will lead to your goals. To achieve these goals, you have to establish actionable measures. After that, you can start with a plan. Continue reading below:
Step 1: Start a Plan
Planning is a significant part of creating forms. A plan is the building block of your task—it will help you set out a process that is useful in completing the travel authorization form. Begin with the objectives; these will set what to anticipate when the travel form is complete. Moreover, the plan should divide the tasks into small workable portions. Thus, it should include procedures that are guideposts to each portion. You can even include notes so that you can record the progress.
Step 2: Draft the Form
After the plan, draft the form. But first, make sure you know what kind of travel form you are to make. This way, you will have ideas about what content to incorporate. Furthermore, start putting the required fields in the form—these are the spaces where the user fills the needed information. Add labels on each field to guide the users through the document. You also include instructions and notes to remind them, which is helpful in the process. Lastly, review the document and make adjustments if necessary.
Step 3: Use a Template
Creating a property form, schedule form, and music form are easier with a template. A template will give you a head start because it has an editable suggested content, downloadable format, and printable output. However, it is optional for travel authorization forms because you can opt to start from scratch. On the contrary, you can pay more attention to the form’s detail if you do not use a stencil. It gives you more freedom to be creative with your task.
Step 4: Update the Form
Update the travel authorization form if there are changes in the process. It makes the form useful and relevant. Revise the required fields and substitute them with new details. Also, review the instructions and notes if it still fits the form. If not, revise them as well. However, if you intend to make the form out of date, start with a new one instead. Start from the top and repeat the process.
Is there a travel authorization for parents?
Yes, parents need to travel with authorization too. They can get the travel form from the authorities. It will permit them to travel domestically or abroad.
How to get a travel authorization form?
You can get a travel authorization form if you will participate in an out-of-town event representing your company, school, or other organizations.
Who is required to travel with an authorization?
Everyone is required to have a travel authorization. Without any authorizing document, a traveler cannot proceed to any travel procedure. Or worse, they will be blocked by the authorities.
Strict travel policies can help avoid trip shenanigans. Even tickets become cheap because of the global crisis; it is not an excuse to have renegade travel guidelines. That is why it is important to require travel authorization forms in all travel plans.
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