Request travel approval

Learn how to request approval for travel plans in the TravelBank platform

Anna Allen avatar
Written by Anna Allen
Updated yesterday

Purpose

This article explains the steps for users to request approval for travel plans in the TravelBank platform.

Audience

This article is directed toward travelers with a paid TravelBank travel management account. (If you’re a manager with a paid TravelBank travel management account, review our documentation on approving travel requests.)

Travel booking process

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

Request travel approval

Depending on your company’s travel policy settings your booking may require manager approval prior to being booked. Take the following steps to request approval:

  1. Once you have selected your flight or hotel, select "Request Flight Approval”/“Request Hotel Approval”, respectively (see Figures 1 and 2). This notifies your manager that they need to approve your request.

    Figure 1. Review itinerary and book flight page; request flight approval button in the lower-right corner of the page, outlined for emphasis

    Figure 1. Request flight approval

    Figure 2. Review itinerary and book hotel page; request hotel approval button in the lower-right corner of the page, outlined for emphasis

    Figure 2. Request Hotel Approval button

  2. This brings up a pop-up window (see Figures 3 and 4), where you can provide information about your trip. If your trip is out of policy, the window also provides details on why the booking is out of policy.

    Figure 3. This flight is out of policy pop-up window showing days from travel, flight selection information, a description field, and a submit for approval button

    Figure 3. This Flight Is Out of Policy pop-up window

    Figure 4. This hotel is out of policy pop-up window showing the days from travel, how much the selection is over budget, a description field, and a submit for approval button

    Figure 4. This Hotel Is Out of Policy pop-up window

  3. After you submit your trip for approval, TravelBank notifies you that the request has been sent to your manager.

Learn about flight holds* and approval/denial of travel requests

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

Once you’ve submitted a flight request that requires approval, your manager has a defined amount of time to approve or deny the request (Figure 5).

Figure 5. The Trips section of the Travel page, pending tab, showing flight bookings pending manager approval, including the request expiration date and time

Figure 5. Pending flight bookings showing the request expiration date and time

At this point, your trip is listed in the Pending tab of the Trips page, and you can still cancel your trip.

  • If your manager approves the request, the trip booking is confirmed and it moves to the Upcoming tab.

  • If your manager declines the request, TravelBank sends you a notification about the decline, including the reason for the decline if the manager provided a reason (Figure 6).

    Figure 6. Hotel Approval Request Declined email showing the manager notes on why the request was declined

    Figure 6. Hotel Approval Request Declined email showing the manager notes

  • If your flight request expires before your manager can take action on it, TravelBank notifies you of the expiration. In this case, you will need to book a new flight request. The expired request appears in your Past trips tab, Requests section (Figure 7), and you can close the request if you’d like.

Figure 7. Travel page, Past tab, Requests section; two flight requests, one with the request declined and one with the request expired

Figure 7. Flight request expired

Cancel your trip while it’s pending approval

To cancel your trip while it’s still pending approval, go to the Travel page > “Trips” > “Pending” tab. Select the menu icon (that is, the three vertical dots) in the pending trip image and then “Cancel” (Figure 8). Select “Yes” to confirm your selection.

Figure 8. The Trips section of the Travel page, pending tab, showing the cancel option for a pending booking

Figure 8. Cancel option for a pending booking

Get help with your trip

You can modify or 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: May 24, 2024

Last update: NA

Did this answer your question?