Process description: Travel request

Depending on your travel policy, you may be required to provide a travel request prior to your trip that the supervisor or other pre-defined person has to approve. In the travel request, the travel period, the type of trip and the travel reason as well as the expected costs are queried. In addition, short comments on the trip can be added. Subsequently, the travel request can be forwarded to the authorized person. As soon as the button "forwarding" is clicked, an email will be sent  to the authorized person. This message contains a link with direct reference to the page of Atlatos Profi Traveller for approval of the travel request.

Once the travel request has been approved or denied, the traveller will be informed accordingly. In addition, the traveller can check up the respective status under "order status" (unprocessed, approved, rejected). All travel requests are stored in the archive for documentation.

General information

Should the travel request has been activated in the travel policy, you cannot book travel services without an approved travel request. In the results list of the various offers, you will then see the "Submit new travel request" button instead of the "Go to booking" button.

Special case railroads:

For rail bookings Atlatos checks if there is generally an approved travel request with a rail trip or not. If an approved travel request exists, a booking can be made. Without an approved travel request the button "Create new travel request" appears as well.

This button appears if there is no approved travel request for your query yet:

Enter travel request

There are basically two ways to enter a travel request.

1. Initial entry via a search query (flight, hotel, rental car).
2. Direct entry in the travel request form.

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Initial acquisition via a search query

1. Enter your search parameters and then click on "Search".
2. Select a result from the displayed list and click on "Submit new travel request" button.
3. Atlatos opens the travel request form and accepts the data of your query and the price of the selected result.
4. Complete your data, if desired.
   
   

After the capture you have two options to proceed:

1. Direct forwarding to approver.
2. Save the travel request to continue later.

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Direct entry in the travel request form

Via menu item "My data/Travel request" you have the possibility to enter a new travel request.

After entry you have two options to continue:

1. Forward directly to approver.
2. Save the travel request to continue later.

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Travel request – order status

In the tab order status you get the travel requests with the respective status displayed.

Here you will also find the saved travel requests.

The different statuses of the travel requests:

Open = saved travel requests

You can still edit these travel requests or forward them to the approver.

Approved = final approved travel requests (in case of multiple instances all instances must have approved).

You can now book your approved trip.

Rejected = rejected travel request

This travel request can no longer be edited, forwarded or deleted.

Forwarded = Forwarded, but not processed travel request yet.

For these travel requests, you will need to wait for the approver(s) to process them. You will be notified by email when the status changes.

Resubmission = travel requests already forwarded but returned for resubmission by the approver.

For these travel requests, the approver wants you to make an adjustment to the travel request. Please also note the comment of the approver.

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Check criteria when booking an approved trip

If you have submitted a travel request and received approval, Atlatos will check if the following criteria of your booking match the approved travel request when booking:

• Travel date
• Travel destitanation
• chosen means of travel (flight, hotel, rental car, train)

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Notification on change of status

Whenever the status changes, the person concerned receives a notification by e-mail.

Example of notification:

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Archive

In the archive you can search for travel requests of a certain period and additionally filter by a certain trip type.

You can open the travel request by clicking on "Details".