# Travel request SOP template ## How to use this template - Fields written as `[fill in: ...]` are blanks — replace each one with the value for your process. - Lines starting with `>` are guidance, not part of the SOP — delete them once you've filled in the real content. - Recording this process in Ledgerium generates a filled-in version of this SOP automatically. ## Document control - Process owner: [fill in: process owner] - Version: [fill in: version] - Effective date: [fill in: effective date] - Last reviewed: [fill in: last reviewed date] - Approved by: [fill in: approver name or title] ## Applies to / Use when > Who uses it: Employees requesting travel, the manager and finance approvers, and the travel or finance lead who owns the policy. Auditors reference it when testing spend approvals. > When to use it: Use it when onboarding staff to the travel process, standardizing approvals, or documenting a travel-spend control for an audit. - Applies to: [fill in: who this applies to in your organization] - Use when: [fill in: when your team should follow this procedure] ## Purpose > Why the procedure exists and the spend control it enforces over travel. [fill in: purpose details] ## Scope > Which trip types and employees the procedure covers, and what is out of scope. [fill in: scope details] ## Roles > Who requests, who approves at each cost threshold, and who books. [fill in: roles details] ## Procedure > The ordered steps from request to approved, booked travel. [fill in: procedure details] ## Exceptions > How to handle out-of-policy trips, late requests, and changes. [fill in: exceptions details] ## Records > What evidence of approval is kept and where, for audit. [fill in: records details] ## Worked example — steps from a real recording > Example steps from a real recording — replace with your own. 1. **Submit the request** — Enter the trip purpose, dates, and estimated cost. 2. **Check against policy** — Confirm the trip and estimate fall within travel policy. 3. **Route by cost** — Send to the correct approver based on the estimated amount. 4. **Approve or return** — The approver signs off or returns it for changes. 5. **Book and record** — Book the approved travel and log the approval. 6. [fill in: step] 7. [fill in: step] ## Review checklist — common mistakes to avoid - [ ] Leaving the policy limits out, so requests are judged inconsistently - [ ] Documenting approval but not the out-of-policy exception path - [ ] Not naming who approves at each cost threshold ## Limitations of this template A template is a starting structure. Your real policy limits and approval routing are captured best by recording an actual request rather than filling in a blank outline. --- Template: https://ledgerium.ai/sop-templates/travel-request-sop-template · Generated automatically from a real recording, or fill in by hand. Template last updated: June 2026 From Ledgerium recordings: A generated travel request SOP captures the policy check and the routing by cost from a real recording, so it shows which approver each request reaches, not just that travel was approved. See the full recorded workflow: https://ledgerium.ai/workflow-library/travel-request-workflow