Approve travel requests

Learn how to approve travel requests in the TravelBank platform

Anna Allen avatar
Written by Anna Allen
Updated over a week ago

Purpose

This document explains the steps for administrators to approve travel requests in the TravelBank platform.

Audience

This article is directed toward managers with a paid TravelBank travel management account. (If you’re a traveler with a paid TravelBank travel management account, review our documentation on requesting travel approval.)

Travel booking process

Review our “Corporate travel user guide” for information on the travel booking process.


Approve travel requests

Depending on your organization's travel settings, you may need to approve a travel request before the booking can be processed.

To approve a travel request, take the following steps:

  1. From the TravelBank left navigation menu, select “Manage” > “Approvals”. The bookings that require approval appear in your approvals queue. Note that for select airlines (that is, United, American Airlines, and Lufthansa Group) you have a defined amount of time to approve or deny flight requests (Figure 1). There is not a defined amount of time to approve or deny hotel requests.

    Figure 1. TravelBank Approvals page showing one flight request in the approvals queue, including the deadline for the manager to approve the request

    Figure 1. TravelBank Approvals page showing approval requests, including the approval deadline

  2. Select the travel request you want to approve. On the “Flight Request”/”Hotel Request” page (Figures 2 and 3), you can review any comments that the requesting employee provided about their booking.

    Figure 2. Flight Request page with the approval deadline, requesting employee comments about the request, and the approve button at the bottom-right of the image

    Figure 2. Flight Request page, including the approval deadline and comments from requesting employee

    Figure 3. Hotel request page with the requesting employee comments about the request and the approve button at the bottom-right of the image

    Figure 3. Hotel Request page, including comments from requesting employee

  3. To approve the booking, select “Approve” in the bottom-right corner of the screen (Figures 2 and 3). To decline the booking, select “Decline” and add a reason for the decline if desired.

  4. Sometimes the cost of the flight may change between when the employee booked it and when you approve it. In that case, there may be an additional confirmation screen (Figure 4). Select “Decline” or “Approve Updated Cost” as applicable.

    Figure 4. Flight Cost Has Changed pop-up window showing the flight budget, updated total cost, and options to decline or approve the updated cost

    Figure 4. Flight Cost Has Changed pop-up window

  5. Once you have approved the booking, when the requesting employee navigates back to the Trips section of the Travel page, the approved trip appears in the Upcoming tab (see Figure 5).

Figure 5. The Booking Trips section of the Travel page for the booking employee, upcoming tab showing approved flight and hotel bookings

Figure 5. Booking employee upcoming flight and hotel bookings

Learn about flight holds* and approval deadlines for select airlines

*Note: Flight holds are available for select airlines (that is, United, American Airlines, and Lufthansa Group).

Once an employee has submitted a travel request that requires your approval, the trip is listed in the Pending tab of the Trips page for the booking employee, and the employee can still cancel their trip. Note that for flights (for select airlines; that is, United, American Airlines, and Lufthansa Group) that require approval, you have a defined amount of time to approve or deny the requests. The approval deadline for each flight is listed on your Manage > Approvals page (Figure 6).

Figure 6. The Trips section of the Travel page, pending tab, showing flight bookings pending manager approval, including the request expiration date and time

Figure 6. Pending flight bookings showing the request expiration date and time

  • If you approve the request, the trip booking is confirmed and it moves to the Upcoming tab for the booking employee.

  • If you decline the request, you can add a reason for the decline. TravelBank then sends the booking employee a notification about the decline, including any comments you provided.

  • If a flight request expires before you can take action on it (Figure 7), you no longer have the option to approve or decline the request. At this point, when you select the flight request from the Manage > Approvals page, the Flight Request page is now only informational for this booking.

    Figure 7. Manage, Approvals, Flight Request page showing a flight request with an approval deadline that has passed. This page is for informational purposes only.

    Figure 7. Flight approval deadline has passed

    When the flight request expires, TravelBank notifies the booking employee of the expiration, and the employee will need to book a new travel request. The expired request appears in the employee’s Past trips tab, Requests section (Figure 8), and they can close the request if they’d like.

Figure 8. Travel page, Past tab, Requests section; two flight requests, one with the request declined and one with the request expired

Figure 8. Flight request has expired

Get help with your trip

You can cancel your hotel through the TravelBank web app or modify or cancel your flight through the TravelBank mobile app.

If you have a complex/group booking you need help with, reach out to the travel team for support:

  • Email reservations@travelbank.com for help with hotel booking.

  • Call 866-682-8785, available 24/7/365.

  • From the mobile app:

    • Select the hamburger menu in the top-left of the screen and then “Chat With Us”.

    • From the Travel page, select the chat icon at the top-right of your screen.

  • From the web app:

    • Select the TravelBank left navigation menu and then “Chat with us” at the bottom-left of the screen.

    • From the Travel page, select the chat link beneath the booking section of the page.


Questions?

You can chat with TravelBank support in the app or by email at support@travelbank.com.

Publish date: April 11, 2024

Last update: May 24, 2024

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