Requesting Approval

When a booking violates policy and requires approval, you'll submit a booking request instead of completing the booking directly.

When Approval is Required

You'll need to submit a request when:

• Your booking violates policy and the action is "Require Approval"
• Your company uses "Request Only" booking mode
• Budget limits are exceeded (depending on company settings)

Signs you need approval:

• "Submit Request" button instead of "Confirm Booking"
• Amber "Requires Approval" status message
• Request notes field appears

Submitting a Request

Step 1: Review Violations

On the booking review page:

1. Check the policy status card
2. Review each violation listed
3. Understand why approval is needed

Step 2: Select Reason Code (If Required)

If your company uses reason codes:

1. Click the reason code dropdown
2. Select the most appropriate justification:
   • URGENT_TRAVEL - Urgently needed
   • NO_ALTERNATIVES - No in-policy options available
   • CLIENT_REQUEST - Client requirement
   • etc.

Step 3: Add Notes (Optional)

In the notes field, provide additional context:

Good notes:

• "Client meeting in Dubai requires this hotel"
• "No direct flights available for these dates"
• "Conference is at this hotel, need to stay on-site"

Not helpful:

• "Please approve"
• "I really want this one"
• (blank)

Step 4: Submit Request

1. Accept the terms and conditions
2. Click Submit Request
3. You'll be redirected to your request confirmation

After Submitting

Tracking Your Request

1. Go to Bookings → Requests
2. Find your request in the list
3. Check the status:
   • Pending - Waiting for review
   • Completed - Approved and booked
   • Cancelled - Rejected or withdrawn

Request Timeline

1. Submitted - Request enters the queue
2. Under Review - Admin is reviewing
3. Decision - Approved or rejected
4. Notification - You're notified of the outcome

If Approved

• The booking is completed automatically
• You'll receive a confirmation
• Check your bookings for details

If Rejected

• You'll be notified with the reason
• You can:
  • Choose a different, in-policy option
  • Submit a new request with more justification
  • Contact your travel administrator

Tips for Faster Approval

1. Choose the right reason code - Match your actual situation
2. Provide clear notes - Explain the business need
3. Be specific - "Client meeting on Tuesday" beats "work trip"
4. Submit early - Give admins time to review
5. Check alternatives first - Note if you've already looked for in-policy options

Cancelling a Request

If you need to cancel a pending request:

1. Go to Bookings → Requests
2. Find your pending request
3. Click Cancel Request
4. Confirm cancellation

Common Questions

How long does approval take?

Depends on your company. Typically 1-24 hours during business days.

Can I book while waiting?

No, you cannot complete a booking while a request is pending for the same travel.

What if it's urgent?

Contact your travel administrator directly. Use the "URGENT_TRAVEL" or "EMERGENCY" reason code.

Can I modify a pending request?

No, you must cancel and submit a new request with changes.

Who approves my requests?

Typically your manager or a travel administrator. Check with your company for specifics.