Describe your travel policy and approval route. Makeform creates a per diem request form for traveler details, destinations, eligible dates, rates, deductions, cost codes, and approval.
Route per diem requests to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a prompt, tailor its policy details, or send it to the Makeform builder.
Audience
Employees requesting allowances before domestic travel
Format
Pre-trip request with policy-rate calculation
Prompt size
257 chars
Example form structure
Pre-trip request with policy-rate calculation
Employee, department, and manager
Destination and business purpose
Departure and return date and time
Rates and meals already provided
Project or cost center
Suggested routing tags
Awaiting manager
Finance review
Approved travel
Collect departure and return times when partial days affect the allowance.
Step 1
Describe
traveler, itinerary, purpose, and cost code
Step 2
Calculate
eligible days, rates, and meal deductions
Step 3
Review
manager confirms the trip and budget
Step 4
Route
finance receives one complete request
Why structure the request
Connect the itinerary to rate inputs, supplied meals, and a budget owner so reviewers receive the context behind the requested allowance.
Required destination, purpose, departure, and return fields distinguish eligible travel days from overnight stays.
Reveal meal deductions, additional destinations, currency, or an advance only when each applies.
Collect manager and cost-center details, then route the submission to the right reviewer.
Designed around the trip
Choose a sample, then replace its destinations, rates, deductions, and approval roles.
A compact request for one destination, one rate basis, and a clear departure-to-return schedule.
Repeat destination, date, rate, and currency fields so each leg can be reviewed separately.
Shared project details plus repeatable traveler records keep group requests organized without duplicate forms.
Agenda uploads and included-meal questions connect event arrangements to the requested allowance.
Build the workflow
Start with your policy and rate inputs, then shape the questions and routing around your travel process.
Specify whether one employee or a crew is traveling, which rates apply, and who reviews the department.
Require itinerary and cost codes, then reveal meal, currency, or advance questions when relevant.
Check eligible dates, partial days, deductions, and estimates with sample trips and your current policy.
Share the form and send submissions to managers, finance, Slack, or a connected spreadsheet.
Request form vs email vs spreadsheet
Structured fields keep dates, rates, deductions, and budget ownership beside the requested total.
Field guide
Capture the facts behind the allowance, using rates and rules from your current travel policy.
Traveler
Connect the traveler to the correct department and manager. When someone submits for a traveler, capture both people.
Itinerary
Destination and timing determine which questions apply. Capture dates and times, with a repeatable block for multi-city stops.
Rates
Store each rate, its type, currency, and effective date so reviewers can follow destination or category differences.
Adjustments
Ask what another party provides. Reveal breakfast, lunch, dinner, and policy adjustment fields only when needed.
Budget and evidence
Budget fields support routing and reporting. Uploads keep the agenda, assignment, or itinerary with the request.
Approval
End with a policy acknowledgment and review outcome. Separate requested, approved, returned, and denied statuses.
Related tools
Pair allowance requests with travel authorization, booking, expense, and reimbursement forms.
Capture the business case, estimated cost, and authorization before booking.
Open toolCollect transport, lodging, schedule, and traveler preferences.
Open toolRoute repayment requests with cost codes and reviewers.
Open toolCollect routes, accommodation, and booking needs after approval.
Open toolFAQ
Answers for travelers, managers, coordinators, and finance teams.
It is a structured request for a daily business-travel allowance. It records the traveler, purpose, destination, dates, rates, eligible days, supplied meals or lodging, estimate, cost allocation, and approval details. Adapt those fields to your policy.
Include traveler, department, manager, purpose, destination, departure and return times, overnight dates, rate, currency, adjustments, estimated total, cost center, attachments, and status. Repeat location, date, and rate fields for multi-city travel.
You can use calculation fields for eligible days, entered rates, and policy adjustments. Test partial days and destination changes with sample trips. Treat the result as an estimate until your reviewer confirms the inputs and amount.
Ask whether meals are provided, then reveal breakfast, lunch, and dinner choices for affected dates. Apply your current policy's adjustment method. Keep selections beside rate inputs so reviewers can follow the estimate.
Yes. Repeat city, country, arrival, departure, rate, and currency blocks. For crews, keep project and site details once, then repeat traveler, ID, eligible dates, rates, and amount.
Collect the approver and cost center, then send submissions to the relevant inbox, Slack channel, or Google Sheet. Separate manager and finance statuses so returned requests are not confused with approvals.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and collect requests without a form or response cap. The paid tier only removes the Makeform badge.
Use it primarily before travel to submit itinerary and rate inputs. After travel, use an expense or reimbursement form if your process requires actual costs, receipts, itinerary changes, or advance reconciliation.
Replace scattered travel emails with one request.
