In the financial and accounting activities of the enterprise, sample request for payment of business expenses is an important document to ensure that payment and refund are carried out in accordance with the correct procedures and transparently. In the article below, Bizzi Expense will summarize all the information you need to know about this type of document, including the concept, purpose of use, common types of payment requests, as well as the latest form according to current regulations.
What is a business trip payment request?
A business trip payment request is an internal document used to request the company to reimburse expenses that employees have advanced or paid in advance during business trips. This is an important accounting document that helps legalize the payment and accounting of expenses in the enterprise.
Intended use:
- Request to refund prepaid expenses (out of pocket).
- Pay the remaining balance if a partial advance has been made.
- Record and serve as accounting basis for the company to spend money according to regulations.
- Ensure business spending is transparent, controlled and follows procedures.
Cases of using the business trip payment request form
Below are common cases when using a business trip payment request form:
After the work is finished:
- Refund the advance payment.
- Get paid in advance (if no advance).
- Complete business trip expense accounting records.
In specific cases:
- Didn't have time to pay in advance for the work so had to pay it back later.
- Advance less than actual costs incurred.
- The company requires a request for payment even if there is an advance.
The importance of business trip payment request in business expense management
The business trip payment request form is not only an administrative procedure, but also an effective financial management tool. Its role is shown in the following aspects:
- Support to complete common expenses related to employee work activities.
- Confirm and control costs: Is the basis for the accounting and financial management department to check, verify and approve business expenses.
- Ensure transparent payment process: Only valid business expenses with approval from superiors will be approved.
Sample request form for payment of business expenses
When drafting business trip payment request, it is very important to present clearly, completely and correctly in the form to be approved quickly and avoid rejection. Below are the most commonly used business travel expense payment request forms that you can refer to:
- Sample request form for payment of business trip expenses according to Circular 79
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- Sample request form for payment of business trip expenses according to Circular 107
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- Sample request form for payment of business trip expenses according to Circular 133
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- Sample request form for payment of business trip expenses according to Circular 200
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Business trip payment process
Below is the common business expense submission and payment process:
- Make a payment request: The business traveler makes a payment request with supporting documents.
- Payment request approval: Authorized person checks and approves.
- Make payment voucher/payment order: Accounting department makes payment voucher.
- Collect and pay money: Make payments to employees.
- Reconciliation, checking data and reporting: Accountant checks and updates into the system.
- Processing time: Usually 3 to 7 business days depending on business policy.
How to write a request for payment of business expenses
To effectively control costs, the travel expense policy needs to be built on a clear, detailed and easy-to-understand foundation. The validity of the payment request (especially for business expenses) is a very important factor to ensure that the expense is legally recorded, paid internally and properly accounted for according to legal regulations, especially when settling taxes.
General information:
- Clearly state the information of the unit and department requesting payment.
- Date of application.
- Dear competent authority (Director, General Director).
Information of the person requesting payment:
- Full name, department (or address), position.
Payment content:
- Clearly state the work content (where to go, what to do, time).
- List in detail the expenses proposed for payment (e.g. airfare, transportation, hotel). (Note: The sources do not list specific travel expenses, it is necessary to rely on reality).
Amount: Write the amount clearly in numbers and in words.
Payment method: Cash or bank transfer (specify account information if bank transfer).
Cost: Determine which unit or department the expense belongs to.
Attached documents: Thống kê chi tiết hóa đơn gốc hoặc bản sao và các chứng từ liên quan (vé tàu, vé máy bay, hóa đơn khách sạn, biên lai, phiếu chi nếu có tạm ứng…).
Sign confirmation: Signature of the person requesting payment, chief accountant and approver.
Common mistakes when drafting a request for payment of business expenses
Errors in preparing a business trip payment request not only affect the internal payment process, but also create legal and accounting risks if not handled properly. Below are some of the most common errors when preparing a business trip payment request.
| Common errors | Affect |
| Missing or lost valid invoice | Not paid by accountant / not accounted for |
| Information on paper and documents do not match | Returned, requested to be redone |
| No confirmation from management or accounting | Not approved |
| Work unrelated to company operations | Not included in reasonable expenses when calculating tax |
Manage your business expenses more effectively with Bizzi Expense
In the context of businesses increasingly expanding in scale and increasing the number of business trips, manual expense management gradually reveals many shortcomings: time-consuming, error-prone and lacking in transparency.
Instead of processing time-consuming and error-prone manual payment requests, businesses can switch to using Bizzi Expense – Smart expense management software and automation of the entire process. From request creation, approval, document checking to payment – everything is digitized and done in just a few steps.
Bizzi Expense not only helps speed up the business expense payment process, but also controls the budget, ensures transparency, and limits the risk of document errors. In particular, the software flexibly integrates with accounting systems such as SAP, MISA, Oracle Netsuite, helping accountants easily account for business expenses and prepare accurate reports.
Own the technology Modern AI and Process Automation, Bizzi Expense helps businesses:
- Create and submit expense requests in just a few steps: Employees no longer have to fill out forms by hand or send cumbersome emails – all requests are digitized, saving time and reducing errors.
- Real-time approval tracking: Leaders can view and approve right on mobile devices – it takes less than 1 minute
- Integrated AI for smart document checking: Automatically detect errors, duplicate invoices or invalid documents – reducing risk and workload for accountants.
- Real-time work budget control: The system warns when the budget is exceeded, helping businesses closely control costs and avoid unnecessary expenses.
- Automatically synchronizes with accounting & ERP software: Seamlessly connect with SAP, MISA, Oracle Netsuite and popular ERP systems – ensuring data is always consistent and accurate.
- Multidimensional cost analysis & reporting: Xem báo cáo theo phòng ban, cá nhân, thời gian… để đưa ra quyết định tài chính dựa trên dữ liệu thực tế, không phải cảm tính.
- High security & strict authorization: All data is securely stored on the cloud platform with role-based authorization – ensuring privacy and information security.
- Work anytime, anywhere with multiple platforms: Bizzi Expense works flexibly on Web, iOS and Android – helping employees easily submit and track requests from anywhere.
With Bizzi Expense, expense management is not only easier but also becomes an important part of the digital transformation journey and business operation optimization.
Conclude
To create an effective business expense payment request form, you need to ensure that the document is not only clear in terms of administration and accounting but also suitable for the specific operations of the business.
In the context of continuous business development, the need for business trips is increasing, the management of business expenses becomes complicated and prone to errors if still done manually. One of the optimal solutions today is to apply a comprehensive business expense management platform. Not only does it help save time and operating costs, these platforms also help improve user experience and increase transparency in financial management - which is especially necessary for businesses in the process of digitization and expansion.
Bizzi Expense – Smart expense management solution for modern businesses.
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