Trip report (post-trip)
A short report for after a trip: what it was for and what came of it, what it cost against what was approved, which receipts and claims are still open, and anything the travel manager should know. The trip and cost fields use the silentVIP portal's own labels.
The trip
The first eight are as the trip and its request show them in the portal.
- Trip (required)
The trip's name, as it shows in Trips.
- Destination
Where the traveler went.
- Dates
As on the trip: the requested dates, widened to cover everything booked.
- Travelers
Everyone on the trip.
- Status
As the trip shows it: Planning, Confirmed, Completed or Canceled.
- Purpose of trip
As given on the request.
- Department
The department the trip was allocated to.
- Project code
If your company uses project or cost codes.
- Report by
Usually the traveler, or the trip lead for a group.
- Report date
The date you wrote this report.
Purpose and outcomes
- What the trip was for, and whether it happened as planned
- What came out of it: meetings held, work done, decisions or next steps
- Anything that could have been done without traveling, or combined with another trip
Cost: actual against approved
Approved is the total of the option the approver saw, or of the option chosen when no approval was needed. Actual is what was charged, as the portal records each charge under Finance, Charges: the supplier cost and the silentVIP service fee, how it was paid (billed to the company, company card, paid by the employee) and whether it was in policy or out of policy.
| Category | Approved (the option's total) | Amount (supplier cost) | silentVIP service fee | Difference | Payment | Policy |
|---|---|---|---|---|---|---|
| Air | ||||||
| Hotel | ||||||
| Rail | ||||||
| Car and transfers | ||||||
| Service fee | ||||||
| Other | ||||||
| Total |
Receipts and expense claims
Items the traveler paid for are listed in the portal under Finance, Employee-paid items. Reimburse them through your expense system: silentVIP doesn't bill them to the company. Receipts and claims aren't tracked in the portal, so note them here.
| Item | Amount | Receipt kept | Claimed in your expense system | Reimbursed |
|---|---|---|---|---|
Unused tickets and refunds
If a ticket went unused, note the refund or ticket credit. The portal shows a refund as Requested, Processing, Received or Declined, and a ticket credit as Open, Applied or Expired. The unused ticket credit tracker sorts a list of credits by expiry date.
| Ticket | Amount | Refund or credit | Status | Credit expires |
|---|---|---|---|---|
For the travel manager
| Topic | Your notes |
|---|---|
| Disruption Delays, cancellations, missed connections, and how they were handled. | |
| Changes Changes and cancellations after booking: who asked, why, and what they cost. | |
| Out of policy Choices marked Out of policy, and the reason given for each. | |
| Suppliers A hotel, airline or car company to avoid or prefer next time. | |
| Safety and health Anything that happened, or nearly did, that the risk assessment should cover next time. | |
| Booked elsewhere Anything booked outside the program, which isn't on the itinerary on file. | |
| Documents Tickets, confirmations or itineraries missing from the trip. | |
| Next time What to change for the next trip like this one. |
A silentVIP template, free to copy and adapt. silentvip.com/resources/templates
See these fields in the portal
In the demo we'll request a trip, route it for approval and open an incident, using the same fields.
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