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Self-paced
Automating Travel Reimbursement
2745 students
30 minutes
Is your ability to manage travel expenses stifled by cumbersome reports, hours of administrative work, and payment delays? Discover how to speed up travel reimbursement workflows and focus on more crucial tasks rather than paperwork.
About this course
This course provides step-by-step instructions on how to build fully-automated travel reimbursement workflows. You’ll learn how to make your expense management more transparent, simplify budget controls and travel planning, and improve collaboration between employees and managers.
By the end of the course, you will be able to create, visualize, and automate travel reimbursement processes and similar use cases to ensure more effective document routing and streamlined payment processing.
What’s included?
lessons to explain how to automate travel reimbursement workflows
quiz to consolidate your knowledge & test new skills
certificate to showcase your new skills
What will you learn?
How to build fully-automated travel reimbursement workflows without coding
How to create visual representations of travel reimbursement workflows
How to route documents between recipients and systems
Who is this course for?
Anyone looking to streamline their travel reimbursement processes
Anyone looking to automate their travel reimbursement paperwork
Those who want to advance their career with new skills
Related workflows
Start learning today
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How to eliminate bottlenecks in your travel request process
The travel request process can be tricky because its sole purpose is to compensate or cover an employee’s business travel expenses. How is it tricky? Well, to start, anything involving money will be sensitive.
Employees don’t want to lose out where they think their employer should pay and employers don’t want to pay more than they absolutely have to. It’s essential that the procedure your team has to go through to complete a travel request application is one that promotes clarity, consciousness, and accurate data.
Any type of error on either side leads to delay, the potential for over/underpaying, and frustration on both sides. Get your workflow up to par by exploring the airSlate Academy. Take its courses and configure a cost-effective, automated workflow.
The travel request process consists of three steps: filling out a form, approval, and transferring funds to the employee. It seems simple enough, but those who work with these forms daily know the processes are littered with bottlenecks.
Simply going paperless isn’t going to help much. Even once the paper is eliminated, you still need to deal with:
Lost emails. An email can accidentally end up in the spam folder, making it so that no one will notice it. Lost emails create delays and damage communication.
Multiple forms. Instead of a well-organized travel request form template, employees have to fill out three or more applications, making the process difficult to manage and scale.
Manual data entry. Handling multiple requests manually is an error-prone process. If anything gets mistyped, there’s a high possibility that someone is losing money.
Human factor. Last but not least, the process is slow because of a million distractions. People aren't robots. Employees can forget to add a ticket to the travel consent form, the finance department can miss emails, etc. The human factor leads to many delays and, a lot of the time, failed trips.
How does the Academy help create an errorless workflow, starting with a simple travel authorization form template?
Getting rid of the stumbling blocks isn't easy. The airSlate Academy’s Automating Travel Reimbursement Course comes in handy, offering a free three-part training program: theoretical, practical, and quizzes. The program aims to analyze each drawback of your process in detail and provide ways to fix it.
The theoretical part is intended for a deeper understanding of business processes and how to automate them. This is done by evaluating common use cases.
The practical part provides an opportunity to quickly and conveniently learn how to work with airSlate WorkFlow and automate routine work, saving more resources for other more important tasks. airSlate WorkFlow is an end-to-end solution that helps you turn obsolete processes into a smooth workflow. Say goodbye to error-prone, time-consuming, and costly processes.
The quiz puts the record straight and helps you consolidate the knowledge received from the course. After passing the exam, you’ll receive a certificate confirming your skills.
While taking this course, you’ll learn how to:- Automate the Travel request workflow
- Create a reusable travel request form template
- Configure no-code automation bots to pre-fill and export data between different CRM systems
- Set transparent budget limits
- Generate invoices automatically
- Route documents between recipients and separate systems of record
Everything you need to know about travel request automation is in this course. Besides, it gives a step-by-step guide on how to implement innovations into your business using airSlate WorkFlow.
The travel request form and what it consists of
Let’s dig a little deeper into the travel request form and find out what’s needed to fill one out properly.
Every travel request form template should include:- Personal Information. Use pre-fill bots to transfer employees' names, emails, and numbers from the general database, and avoid typos.
- Date. Fillable role-based date fields help eliminate future misunderstandings.
- Purpose of the trip. Make sure applicants have clear blocks for adding the purpose of the trip and a clear description of what is funded by the company and what is not.
- Additional requests. Money is also needed to book a hotel or transfer from the airport. Ask workers in advance what they might need.
- Estimated trip cost. Using the e-form, you can set a limit for each person.
Moreover, airSlate WorkFlow provides your form with the required fields, meaning employees can't submit the form to the manager without first satisfying those fields, e.g., attaching tickets. A comprehensive form is key to a successful workflow.
Master all airSlate WorkFlow’s automation tools and implement them into each of your business processes. Enroll and get your complete guide to building a fast, reliable, and effortless workflow in any industry.
Questions & answers
Here is a list of the most common customer questions. If you can’t find an answer to your question, please don’t hesitate to reach out to us.
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A travel request form allows a company to track business travel expenses and control how employees are sent on business trips. Travel policies vary from company to company. The only thing that should be common in all workflows is transparency. When it comes to money, there’s no room for glossing over the facts. Make sure the expenses the company has to cover and what the employee has to pay for are clear and written out.
Travel reimbursement is compensation paid for employee out-of-pocket expenses during a business trip. For example, if an employee paid for their taxi, tickets, or hotel, they should fill out a travel reimbursement form to get their money back. Some companies pay in advance, while others reimburse expenses after the trip.
Before any business trip, an employee has to complete a travel request form. They indicate all the information regarding the trip in their form, including dates, car rental, accommodation, and so on. Approvers can adjust this form to reduce costs. This approach helps your company control expenses.
Filling out a travel reimbursement form depends on your company's policy. Maybe all you have to do is write the total amount you spent on a piece of paper and hand it in. In other cases, you might need to specify every expense that incurred during the trip. Don't forget to attach all receipts to confirm your expenses.
Filling out a trip advance request form is much more difficult than just putting together all the expenses after the trip. But if you need it then be meticulous and include all expenses. Count everything from buying tickets to the price of services. Your goal is not to cut costs but to minimize unforeseen expenses.
Just fill out the travel reimbursement form. Provide your full name and state your position in the company. Start listing expenses and add receipts. Send out your email to your manager or other approver.
A travel request management system is a system that handles work-related trips. The system manages travel reimbursement, ticket and hotel reservations, and so on. Also, the solution can generate invoices and payroll automatically.
The process consists of 4 steps (submitting a request, requesting approval, creating an invoice, and compensating). Each of these steps can be automated and optimized with airSlate WorkFlow. For example, you can create a reusable template for your company, set up a step-by-step document workflow, and automatically generate an invoice. Sounds too complicated? Enroll in the airSlate Academy's comprehensive course for detailed guidance.
Business trips are an integral part of any company's development. No matter how convenient it is to do business online and sign contracts electronically, some cases require face-to-face meetings. Business travel software helps you keep such trips under control by simplifying your administrative tasks and allowing you to focus on goals.
Using the airSlate WorkFlow no-code solution for integration, you can attach a travel request to any third-party service. Set up bots to export data from travel requests to Salesforce, NetSuite, etc. After the request is complete, your records are updated automatically.
Automating Travel Reimbursement
The Automating Travel Reimbursement course provides a comprehensive guide to streamlining your organization's travel reimbursement process through workflow automation. This course will teach you how to eliminate common bottlenecks, increase transparency, and efficiently manage travel expenses using no-code bots. By the end of this course, you'll be able to set up, automate, and reuse travel reimbursement workflows, significantly reducing manual effort and errors.
What you will learn:
- How to set up a Travel Reimbursement workflow from scratch
- How to automate the most common tasks within a Travel Reimbursement process using no-code technology
- How to reuse the configured Travel Reimbursement workflow
Who should enroll:
This course is ideal for professionals involved in operations and finance who are looking to optimize their travel reimbursement processes. It's particularly beneficial for:
- Operations Managers
- Finance Managers
- HR Managers
- Administrative Assistants
- Travel Coordinators
Course Outcomes:
- Streamlined workflows. Learn how to create and implement an automated travel reimbursement process from start to finish.
- Task automation. Automate routine tasks such as trip requests, expense approvals, and document submissions to save time and reduce errors.
- Increased transparency. Improve visibility into travel expenses and ensure compliance with company policies.
- Enhanced efficiency. Minimize delays and miscommunication by automating notifications and approvals.
- Cost control. Gain better control over budgets, travel costs, and spending limitations through effective workflow management.
Get Your Certification! Enroll in the "Automating Travel Reimbursement" course today and earn a digital certificate upon completion. Transform your travel reimbursement process with advanced automation technology.