Describe your TDY workflow. Makeform creates a structured request for the traveler, duty purpose, itinerary, estimated costs, funding reference, and reviewers.
Route requests to email, Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a starting point, tailor it, and send the prompt to the builder. Each example is a suggested structure, not an authorization.
Audience
Staff requesting a short temporary duty trip
Format
Request with itinerary and itemized estimates
Prompt size
296 chars
Example form structure
Request with itinerary and itemized estimates
Requester, unit, and contact
Duty location and purpose
Departure and return
Itemized estimated costs
Supporting documents
Suggested routing tags
Awaiting supervisor
Budget review
Returned for details
Separate transportation, lodging, meals, and other estimates so reviewers can understand the total.
Step 1
Request
traveler, purpose, dates, and itinerary
Step 2
Estimate
transportation, lodging, meals, and fees
Step 3
Review
supervisor, budget, and admin decisions
Step 4
Coordinate
approved details move to travel planning
Why structured intake matters
A temporary duty request form keeps the reason, dates, estimates, and attachments together so missing information is visible.
Required traveler, duty location, purpose, date, and funding fields reduce the back-and-forth caused by a one-line request.
Use conditional sections for airfare, mileage, lodging, personal travel, multiple destinations, or a local detail without an overnight stay.
Send each submission to the designated supervisor and administrative queue, with comments and status labels tied to the original request.
Flexible assignment types
Choose a scenario, then adapt its labels, reviewers, and funding references.
Capture the destination, duty purpose, dates, transportation choice, lodging, and itemized estimate for a straightforward trip.
Add course objectives, registration deadlines, agendas, and the connection between attendance and the requester's duties.
Collect repeated itinerary legs, local contacts, and cost estimates for each stop without forcing the route into a comment box.
Document the receiving location, reporting relationship, schedule, access needs, and cost allocation even when no overnight travel occurs.
Build the request workflow
Generate the core form, adapt it to your policy and review chain, then publish a single link for requesters.
Name the travel types, required identifiers, estimate categories, attachments, and reviewers. The builder uses that detail to draft useful fields.
Add your units, cost centers, transportation choices, and instructions. Make lodging questions appear only when an overnight stay is selected.
Notify the appropriate inbox or connected workflow when a request arrives, and include the submitted details needed for a timely review.
Keep submissions searchable by requester, department, destination, date, or status, and return incomplete requests with a clear explanation.
Form vs email vs document
A policy explains requirements; the form collects facts for one proposed assignment.
Field guide
Adapt these six sections to policy, and avoid collecting sensitive details in an unapproved form.
Requester identity
Capture the details administrators use to identify, contact, and route the requester.
Duty purpose
Ask for the objective, expected duties, and organizational need without inviting sensitive detail.
Dates and itinerary
Use structured dates and repeated trip legs instead of one itinerary paragraph.
Cost estimate
Separate categories and include the reference used to associate the request with funds.
Documents and exceptions
Keep supporting files with the submission and collect exceptions in a dedicated field.
Review and acknowledgment
Name review roles and state that submission starts review; it is not an order or authorization.
Related tools
Connect request intake with travel preparation, employee records, absences, equipment needs, and post-trip expense handling.
Create a distinct authorization workflow for business trips after initial request intake.
Open toolOrganize destination-specific preparation tasks for approved international travel.
Open toolCollect itemized expenses and receipts after the traveler returns.
Open toolKeep leave requests separate from temporary assignments and duty travel.
Open toolUpdate the employee details used by HR and administrative workflows.
Open toolRequest devices, access, or other equipment needed for the assignment.
Open toolFAQ
Practical answers for HR, military administrative, travel, and operations teams designing consistent TDY intake.
It collects details for a proposed short-term assignment: requester, purpose, destination, dates, itinerary, estimates, funding reference, attachments, and reviewers. Submission starts an internal process; it is not travel orders or authorization.
TDY commonly means temporary duty: a short assignment or official travel away from a permanent duty location. Edit the form to match your organization's terminology and process.
Include requester, unit, purpose, locations, dates, transportation, lodging, itemized estimates, funding reference, attachments, reviewers, and acknowledgment. Add repeated legs and exception fields when needed.
Yes, but keep the wording organization-specific. A military team might use unit and accounting-line fields; HR might use department and cost center. Do not collect classified or sensitive operational information in an unapproved form.
Yes. Conditional logic can show airfare, mileage, lodging, multi-destination, or training fields only when the requester's selections make them relevant.
No. Treat it as intake, state the next step, and route it to designated reviewers. Keep formal authorization, orders, booking, and reimbursement decisions in the appropriate system.
Yes. Makeform provides unlimited free forms and responses. You can generate, edit, publish, and collect requests without a response cap; the paid tier removes the Makeform badge.
Collect only necessary information and follow approved systems, access rules, and retention practices. Keep classified, controlled, or mission-sensitive details out unless the responsible authority approved the collection method.
Replace incomplete TDY email threads.
