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Reviewing and approving trip requests

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Based on the defined workflows at your company, you may be designated as a reviewer and/or approver for trip requests submitted by your teammates.

In these cases, you will be able to review and approve employees’ trip requests in the Payhawk Web Portal, Payhawk Mobile App, and Trips app.

Reviewing trip requests in the Web Portal

To review a trip request from the Payhawk Web Portal:

  1. In the Payhawk Web Portal, go to AI Office.

  2. Under Chats, open the Travel AI Agent chat about the trip request.

  3. Click on Review.

    Trip request card in the Travel Agent chat with the trip summary, flights, hotel and allowance, and the Review and Decline buttons

Reviewing trip requests in the Mobile App

To review a trip request from the Payhawk Mobile App:

  1. In the Payhawk Mobile App, tap AI Office.

  2. Under Trips, select the desired trip request by tapping it.

  3. Tap Review.

    Trip request details for John, including flights, hotel, and budget information.

Reviewing trip requests in the Trips app

As a reviewer in your company's workflows, you can review and return trip requests to their owners in the Payhawk Web Portal from the Trips app.

  1. In the Payhawk Web Portal, go to the Trips app.

  2. Navigate to the Review tab.

  3. Select the desired trip request by clicking on it.

  4. Click on the Review button. As a result, the trip request will move to the Approve tab.

Itinerary for London trip including flights, hotel details, and allowances for expenses.

Approving trip requests in the Web Portal

To approve a trip request from the Payhawk Web Portal:

  1. In the Payhawk Web Portal, go to AI Office.

  2. Under Chats, open the Travel Agent chat about the trip request.

  3. Click on Approve.

    AI Office with the Travel Agent chat about a trip request open, showing the trip request card and the Approve and Decline buttons

Approving trip requests in the Mobile App

To approve a trip request from the Payhawk Mobile App:

  1. In the Payhawk Mobile App, tap AI Office.

  2. Under Trips, select the desired trip request by tapping it.

  3. Tap Approve.

    Trip request summary for approval, including flight and hotel details with costs.

Approving trip requests in the Trips app

As an approver in your company's workflows, you can approve and return trip requests to their owners in the Payhawk Web Portal from the Trips app.

  1. In the Payhawk Web Portal, go to the Trips app.

  2. Navigate to the Approve tab.

  3. Select the desired trip request by clicking on it.

  4. Click on the Approve button. As a result, the trip request will be approved.

    If you’re an approver who covers several travelers on the same group trip, you can approve them together from the Trips app using the team filter.

Trip request opened from the Approve tab of the Trips app with the Approve button, itinerary and overview

When a trip uses per diem mode, the trip request shows a per diem line next to the flight and hotel amounts, in place of an allowance. The per diem itself is not flagged as in or out of policy. Approving the trip creates a draft per diem expense for the traveler. If the traveler later submits a per diem above the approved amount, a separate per diem discrepancy approval comes to you before payout.

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