{"id":5534,"date":"2025-03-31T11:19:10","date_gmt":"2025-03-31T11:19:10","guid":{"rendered":"https:\/\/titanapps.io\/blog\/?p=5534"},"modified":"2025-03-31T11:19:43","modified_gmt":"2025-03-31T11:19:43","slug":"business-travel-template","status":"publish","type":"post","link":"https:\/\/titanapps.io\/blog\/business-travel-template","title":{"rendered":"A Ready-to-Use Business Travel Template For Jira"},"content":{"rendered":"\n

For many of us, even planning a personal trip can be a daunting task. Missing one detail when booking a flight or hotel can lead to a disaster. The challenge becomes even greater when you need to organize a business trip for others, especially for large events where many people travel simultaneously. <\/p>\n\n\n\n

Additionally, business travel often requires multiple approvals and cross-team collaboration. You will need a solution to keep everyone on the same page and easily track every detail. A business travel template for Jira is an ideal way to solve this challenge. <\/p>\n\n\n\n

In this blog post, we share a ready-to-use template and explain how to use it.<\/p>\n\n\n\n

What Does a Business Travel Template Look Like?<\/h2>\n\n\n\n

It\u2019s a detailed checklist designed to help you organize business trips more efficiently. It consists of several sections, each dedicated to a specific aspect of the travel preparation process, such as buying tickets, booking accommodation, providing visa support, and so on. <\/p>\n\n\n\n

This checklist can be added to Jira and used as a template. For each new business trip, you can create a Jira ticket with the ready action plan. This speeds up the process and makes it better organized and more accurate.<\/p>\n\n\n\n

\"Business<\/figure>\n\n\n\n

Copy and Customize This Free Business Travel Template <\/h2>\n\n\n\n

We have created a detailed template for organizing the travel process from start to finish. You will need to use Smart Checklist by Titan Apps to add this free template to your Jira work item. <\/p>\n\n\n\n

As a result, you will get a reusable checklist like the one below:<\/p>\n\n\n\n

\"Business<\/figure>\n\n\n\n

It lists the main steps for all the travel preparation stages. Once you add it to your Jira task, you can customize it to better fit your company\u2019s processes. For example, add approvers\u2019 emails, insert links to company policies and relevant internal documents, and so on. <\/p>\n\n\n\n

The saved checklist template can then be automatically added to all new trip planning Jira tasks.<\/p>\n\n\n\n

Here\u2019s the template you can copy and further adjust for your specific use case:<\/p>\n\n\n\n

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# Ticket structure
\n\u2013 Link this process to the Support Help ticket as `caused by`
\n\u2013 Link this process to [Travel Epic](https:\/\/jira.atlassian.com\/) as `included in` to have all travel processes in one place
\n# Check the submitted travel preferences first
\n\u2013 Collect and review submitted travel preferences submitted through the [helpdesk](https:\/\/confluence.atlassian.com\/servicedesk\/)
\n> \u2013 Tickets land in Slack in #travel-help
\n> \u2013 It\u2019s preferable to communicate and clarify all details in comments in the Help ticket so that someone else can continue the process if you can\u2019t do this.
\n\u2013 Check if everything is okay with [docs](https:\/\/drive.google.com\/drive) (e.g. passport is valid)
\n\u2013 Check if the request is within the budget [here](https:\/\/lookerstudio.google.com\/)
\n> \u2013 Policy: Business Travel
\n> \u2013 Data range: This year
\n\u2013 If needed, provide visa support
\n> Use **Support** Smart Checklist Template to proceed
\n\u2013 Research options for accommodation and transportation based on submitted preferences and dates of the trip
\n\u2013 Set up a call or communicate asynchronously to confirm travel dates, accommodation, and transportation options before booking
\n# Daily Allowance
\n\u2013 By referring to the [policy](https:\/\/confluence.atlassian.com\/), calculate how much the daily allowance, taxi, and other expenses related to the business trip would cost
\n\u2013 Submit a [coverage ticket](https:\/\/jira.atlassian.com\/)
\n# Price research
\n\u2013 Algorithm of the research in detail
\n>* Check on dedicated search sites
\n>* Re-check on aggregators
\n>* Check exact flights directly with the flight company
\n\u2013 Dedicated search sites
\n>* google.com\/flght
\n>* kayak.com
\n>* http:\/\/skyscanner.com
\n\u2013 Aggregators
\n>* mytickets.ae
\n>* kiwi.com
\n>* orbitz.com
\n>* expedia.com
\n>* anywayanyday.com
\n\u2013 Search for the best ticket options that we already use
\n> * [LOT](https:\/\/www.lot.com\/ua\/en\/)
\n> * [Wizzair](https:\/\/wizzair.com\/#\/)
\n> * [Ryanair](https:\/\/www.ryanair.com\/us\/en)
\n# Transportation booking
\n\u2013 Buy tickets
\n> Consider the [policy](https:\/\/confluence.atlassian.com\/policy) and [these price ranges](https:\/\/docs.google.com\/spreadsheets\/) when selecting the best tickets option
\n> * Double-check time and date
\n> * Use the requestor\u2019s international passport information
\n> * All tickets should be sent to email@company.com
\n> * Fill in VAT details to receive an invoice for the company.
\n> * Pay via company account
\n\u2013 Send tickets and online check-in page, the reservation number, and email to email@company.com
\n> Save the ticket and change the name of the file:
\n> \u2013 YYYY-MM-DD \u2013 Name \u2013 flight itinerary
\n\u2013 Make pay tickets for tickets
\n> Add step-by-step instructions
\n# Accommodation booking
\n`Travel to the USA:`
\n\u2013 Book hotel\/accommodation
\n> \u2013 If a person is attending a conference, check with the event organizer for any partner hotels offering special offers or discounts.
\n\u2013 After receiving the booking confirmation, follow up with a phone call to the hotel to ensure that the hotel has charged the card on file for the entire duration of the trip.
\n`Travel to any other location:`
\n\u2013 Go to **Airbnb**
\n> * Login with our credentials
\n> * Choose English and USD currency
\n> * Choose the city, dates, and number of people
\n> * Open filters and select:
\n>> Entire place
\n>> Apartment
\n>> Instant book
\n>> Self check-in (preferable)
\n>> Free cancellation (preferable)
\n> * Choose an apartment within our budget and that follows our policy and align it with the submitted preferences
\n\u2013 Book the apartment
\n> * Check dates and number of people
\n> * Choose \u201cWork trip\u201d
\n> * Choose \u201cBook this place for someone else\u201d
\n> * Insert email address and press **Add**
\n> * if a requestor is not on the list, they must create an Airbnb account*
\n> * Press **Save**
\n> * Choose\/indicate payment method and billing details if needed
\n> * Pay via company credit card; it\u2019s indicated in the process description.
\n> * Check cancellation policy once again
\n> * Confirm and pay
\n\u2013 If Airbnb is not available, use Booking.com
\n\u2013 Instructions for **Booking.com**
\n> * Login with our credentials
\n> * Choose English and USD currency
\n> * Choose the hotel or apartment for the needed dates that fit the budget in the policy and align with the submitted preferences
\n> * Proceed to booking
\n> * Provide the requestor\u2019s details to the booking
\n> * In the special request text block, ask about the invoice. Also, choose \u201cI would like an invoice for my company at check-out.\u201d
\n> * Pay via company credit card; it\u2019s indicated in the process description
\n\u2013 Make pay tickets for lodging booking
\n\u2013 Insert pay tickets into the ticket\u2019s description or in the comments
\n# City Tax
\nIf the trip is to a European country, the hotel may charge a [City tax](https:\/\/visitukraine.today\/blog\/2616\/which-countries-have-introduced-tourist-taxes-and-fees). It is paid at the hotel.
\n\u2013 Need to raise a Refund ticket
\n# Provide the requestor with all the needed info before arrival
\n\u2013 Share the travel itinerary with the requestor via email or Slack
\n\u2013 Send a link for a check-in, remind to check in in advance online
\n> Every Airline has a different link for check-in; find it on the airline website
\n\u2013 Provide lodging booking details and notify that the apartment is booked; they will communicate with the host on their own
\n\u2013 Share your personal number, and Telegram\/WhatsApp for the requestor to contact you for any reason
\n# Upon Arrival
\n\u2013 Check if a person checked in to the hotel\/apartment
\n\u2013 Check if no extra charges were applied
\n\u2013 Remind them of the check-out time and provide check-out guidelines
\n## For office visitors
\n\u2013 Show the office to them
\n> For office visitors \u2013 share the [guide](https:\/\/drive.google.com\/drive)
\n\u2013 Provide them with the wi-fi access and make sure that it works properly
\n\u2013 Show the desk they can use
\n\u2013 Provide them with any [tech equipment if needed](https:\/\/confluence.atlassian.com\/servicedesk\/)
\n\u2013 On the 1st day, take the requestor for lunch and\/or dinner, and\/or organize a group of team members to go for lunch or dinner together
\n\u2013 Suggest places to visit and see while in the city
\n>* See [this guide](https:\/\/drive.google.com\/drive) to get local tips on what places to visit, where to eat, and other important stuff
\n# Before Departure
\n\u2013 Remind about the departure date and time
\n\u2013 Collect an access card
\n\u2013 Advise to arrive at the airport at least 2 hours before departure time
\n# Feedback
\n\u2013 Ask to provide inputs and feedback at this [link](https:\/\/docs.google.com\/forms)<\/p>\n <\/div>\n

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