official trip mail to employees

Announce Company Trip Letter (10 Samples)

In this article, we will learn how to write an announcement letter for a company trip.

Writing a letter to announce a company trip is a great way to let your team members know about the upcoming trip.

Below are some tips to help you write a great company trip announcement letter:

• Express your excitement for the trip.
• Tell the team about any special activities, meals, or attractions that they can expect during the trip.
• Be sure to mention what benefits the trip offers for the company.
• Remind them why it’s important for everyone to attend the trip.

Let’s see some examples.

Announce Company Trip Letter

Here Are Some Samples To Guide You.

Hello everyone,

We’re writing to let you know that we’re taking a company trip to Jerusalem next month. We hope to have a wonderful time and explore the city’s famous landmarks.

If you have any questions or would like to join us on the trip, please don’t hesitate to let us know. We would be happy to include you in our excitement!

Thank you for your continued support.

The Office Team

We hope this e-mail finds you well. As you may know, our company is planning a trip to Europe later this year. We would be grateful if you could join us.

Unfortunately, we will be traveling during the busy summer months and are looking for someone who can take care of our pet dog while we’re away. If you are able to help us out, please let us know. The company will reimburse you for your expenses.

Thank you for your time,

[Your Name]

Dear Employees,

I am excited to announce that our company is going on a trip next month! We will be leaving on August 3 and returning on September 1. In between these dates, we will be visiting some amazing places.

This is an excellent opportunity to get away from the office and enjoy some quality time together as a team. The itinerary includes stops in Chicago, Philadelphia, New York City, and Boston.

I hope you all have a fantastic time on this trip and come back refreshed and ready to take on the challenges of the workaday world.

Hello [Name],

Happy Saturday!

We’re excited to let you know that our company is planning a trip to [City Name] this fall. We’re looking for someone who is passionate about [activity] and would like to join us on our trip.

The trip is open to anyone who is interested and we’d love to have you join us! The cost of the trip is $XXX and we’re looking for someone to cover the cost of airfare and lodging.

If you’re interested in joining us on this amazing trip, please let us know. We can’t wait to see you on the trip and explore [City Name] together.

As we approach the end of the year, it is time to take some time for ourselves. We have decided to take a team trip to a beautiful resort in the mountains.

This will be a great opportunity to relax and get some work done together as a team. Please find the itinerary for the trip below.

We hope to see you all soon.

The Management

Announce Company Trip Letter #6

Hello [First Name],

We hope this email finds you well. We have some exciting news to share – we are planning a company trip to [location]! We are very much looking forward to exploring this beautiful city and seeing all the beautiful sights and sounds that it has to offer.

We have put together a detailed itinerary of the city and some of the attractions that we hope to visit. The trip is scheduled for the month of [date] and we would be very appreciative if you could join us.

If you have any questions or concerns, please do not hesitate to reach out. We look forward to hearing from you soon.

Hi everyone!

We’re excited to announce our upcoming company trip to the beautiful city of Paris! The trip is scheduled for June and will include visits to some of the world’s most famous landmarks and attractions.

If you’re interested in joining us on this amazing experience, please sign up below. We hope to see you all soon!

Your company

Hello Prospective Travelers,

We are excited to announce that our company is going on a trip next month! The trip is scheduled to start on May 14th and end on May 26th. We will be traveling to several different cities across the United States.

If you are interested in joining us on this amazing journey, we would be more than happy to have you! Please complete the form below and we will be in touch shortly.

We can’t wait to meet you and experience all the amazing things this trip has in store!

Your Company

Dear [Name],

We hope this email finds you well. We are excited to let you know that we will be taking a company trip to [City] in [Date]! Our itinerary includes visits to [Attraction] and [Hotel]. We would love if you could join us on this wonderful trip!

We look forward to spending some quality time with each other and exploring this amazing city. If you have any questions or concerns, please do not hesitate to reach out.

We hope all is well and you’re enjoying your summer break. We’re excited to announce that we’re taking a company trip to the Bahamas next month!

The trip is scheduled for the first week of August, and we’ll be staying in a luxury hotel on the island of Nassau. We’ll be there for a week and will have plenty of time to explore the island and its many attractions.

We hope to see you all on the trip, and we can’t wait to have some fun together.

How To Write A Announce Company Trip Letter

When announcing a company trip, there are a few key things to keep in mind. Here are five tips to help make the process smoother:

1. Keep it Short and Simple

When writing the announcement, keep it as brief as possible. This will make it easier for people to understand and will also make it easier for people to book tickets.

2. Include the Dates and Locations

When including the dates and locations of the company trip, be as specific as possible. This will help people plan their own schedules and will also help people know when to expect the company to return.

3. Specify the Activities

When specifying the activities that will be taking place during the company trip, be as specific as possible. This will help people know what to expect and will also help people plan their own itineraries.

4. Include a Picture

When including a picture of the company trip, be sure to include a clear picture. This will help people understand what the trip will entail and will also help people plan their own itineraries.

5. Offer Discounts

When announcing a company trip, always offer discounts to those who are interested in taking part. This will help make the trip more affordable for people and will also encourage people to take part in the trip.

Apologize Letter For Over Speeding (10 Samples)

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Travel guide:

Travel Approval Email Templates

First time setup completed

Book travel current

Travel not completed

Get reimbursed not completed

Step 2 of 4 Book travel

Jump to Step 2: Booking Travel >

Note about travel to a training, conference, speaking event, large team IRL, or international

Authorizing official approval is secured via the event request process , so you are all set as long as your travel is booked in Concur and is in SUBMIT TO APPROVER status. However, an email of approval is still required if you will be extending your trip at your own expense , flying to or from points that are not either your duty station or location of the event , or combining your event travel with travel for some other reason.

Email Template for Individual Travel:

Subject: Approval for travel between [dates] for , external, TTS-only, Budget name or Tock project name and ID #

I request approval to travel from [ home_location ] to [ work_location ]. I will depart the [ departure_date ], to arrive in time for [ work_to_be_done ] in service of [ TTS budget name ] (options available , external, TTS-only, here ) or [ Tock project + ID number ] scheduled for [ first_day_of_travel_work_date ]. I will return to [ home_location ] on [ return_date ]. The total should not exceed $[x,xxx.yy].

Please reply with your approval, or with any subsequent questions or clarifications you may have.

Many thanks,

[ requestor_name ]

Email Template for Group Travel:

Below is the travel cost break out for [ work to be performed ] for [ Budget name or Tock project name and ID# ]. The estimated total cost is [ total cost ], with the cost for each team member broken out below. Please reply with your approval, or with any subsequent questions or clarifications you may have.

[ Include the , external, TTS-only, completed travel expenses estimator pasted here, or another format of your choice, as long as origins, destinations, dates of travel, and estimated cost are clearly identified for each person traveling ]

• , external, TTS-only, #travel
• , external, [email protected]
• , external, Book office hours

Handbook.tts.gsa.gov

An official website of the U.S. General Services Administration

How To Write An Email About A Trip

Are you planning a trip and need to send an email to inform your colleagues or clients? Writing an email about a trip can be tricky, as you want to convey all the necessary information without overwhelming the recipient. In this article, we will provide you with some tips and guidelines on how to write an effective email about your upcoming trip. Whether you’re traveling for business or pleasure, this article will help you craft a clear and concise email that will leave a positive impression on your recipients. So, let’s get started!

Table of Contents

What to Do Before Writing the Email

Before you start writing your email about your upcoming trip, it’s important to take some time to plan and organize your thoughts. Here are some things to consider before you begin:

1. Determine your purpose: Are you simply informing your colleagues or clients about your trip, or do you need to request something from them? Knowing your purpose will help you structure your email and ensure that you include all the necessary information.

2. Identify your audience: Who will be receiving your email? Consider their level of familiarity with you and your trip, as well as their role in your organization. This will help you tailor your message to their needs and interests.

3. Create an outline: Before you start writing, create an outline of the key points you want to cover in your email. This will help you stay focused and ensure that you don’t forget any important details.

4. Gather all necessary information: Make sure you have all the relevant information about your trip, including dates, times, locations, and any relevant contact information. This will help you provide a clear and complete picture of your plans.

By taking these steps before you start writing your email, you’ll be better prepared to craft a clear and effective message that will get your point across and leave a positive impression on your recipients.

What to Include in The Email

What to Include in the Email

Now that you’ve taken the time to plan and organize your thoughts, it’s time to start writing your email. Here are some key elements to include:

1. Introduction: Start your email with a brief introduction, including your name, position, and purpose for writing. This will help your recipients understand who you are and why you’re contacting them.

2. Trip Details: Provide all the necessary details about your trip, including the dates, times, locations, and purpose of your travel. If you’re traveling for business, include information about any meetings or events you’ll be attending. If you’re traveling for pleasure, share some highlights of your itinerary.

3. Availability: Let your recipients know when you’ll be available during your trip and how they can reach you in case of an emergency. If you’ll be unavailable for an extended period, provide an alternative contact person or method.

4. Request (if applicable): If you need something from your recipients, such as a meeting or assistance with a project, make your request clear and specific. Be sure to explain why their help is important and how it will benefit them.

5. Closing: End your email with a polite closing, such as “Best regards” or “Sincerely,” followed by your name and contact information. This will help your recipients know how to reach you if they have any questions or concerns.

By including these key elements in your email, you’ll provide a clear and complete picture of your trip and ensure that your recipients have all the information they need. Remember to keep your message concise and to the point, and proofread your email carefully before sending it. With these tips and guidelines, you’ll be able to write an effective email about your upcoming trip that will leave a positive impression on your colleagues or clients.

Email Template – How To Write An Email About A Trip

Email Template for a Trip

Dear [Recipient],

I hope this email finds you well. I am writing to inform you about my upcoming trip to [destination] from [date] to [date]. As [position] at [company], I wanted to keep you informed about my travel plans.

During my trip, I will be attending [meetings/events] related to [purpose of travel]. I am excited to share that my itinerary also includes [highlight of itinerary].

I will be available during my trip and can be reached at [contact information]. In case of an emergency, please do not hesitate to contact me. If I am unavailable for an extended period, [alternative contact person/method].

If you need any assistance or have any questions, please feel free to reach out to me. I would be happy to help. Thank you for your attention to this matter.

Best regards,

[Your Name]

[Your Contact Information]

Tips for Writing the Email

In conclusion, writing an email about a trip requires careful planning and organization. Before you start writing, determine your purpose, identify your audience, create an outline, and gather all necessary information. When writing your email, include an introduction, trip details, availability, request (if applicable), and a polite closing. By following these tips and using the email template provided, you’ll be able to write an effective email about your upcoming trip that will leave a positive impression on your colleagues or clients.

Published In: Word Layouts

Business Trip Approval Request Letter (Free Templates)

Business enterprises and organizations consider business trips as a professional way of building strong relationships with existing customers and a chance to acquire new customers. Business trips are essential for the growth of companies. Therefore, most employers usually approve employee requests to travel for business, provided it is relevant and suitable for the company’s growth. This article will be very informative on business trip approval request letters and provides you with free samples and professional templates for your reference.

What is a Business Trip Approval Request Letter?

A business trip approval request letter is written to an employee to permit them officially, to partake a business trip for which he/she had submitted a written request.

Once an employee has submitted an official business trip request letter, the relevant company managers review the letter to check for details of the trip such as the proposed destination, target market, estimated trip budget, people who will accompany the employee, and how the trip is relevant and mandatory for company growth. If the trip request letter is approved, the higher authorities will write the employee a business trip approval letter.

In the letter, the employer includes further details of the trip, including what is expected of the employee, and specifies the whole trip’s budget. You can also mention the person accompanying the employee for the trip. As a manager, while writing these letters to your employee, it is vital that you focus more on providing specific details to avoid misunderstandings and ensure that you are both on the same page.

Why is a Request for Approval Letter Important?

A request for approval letter is addressed to a supervisor, manager or any other relevant authority to ask for their approval before continuing with a business trip. The letter’s primary purpose is to ensure your manager is fully informed of the trip and that they are willing to allocate you the necessary resources you need to make it a success.

Writing a good request for the approval letter to your boss before embarking on any significant company project is very important due to the following reasons :

First , whenever you address a request for approval to your line managers, you are affording them an opportunity to understand what you want to do (in this case travel for business) and your reasons for wanting to do it. A deeper understanding of the business trip is made when the higher authorities approve your request. This way, it makes all the involved parties play their part smoothly

Secondly , with proper communication comes the smooth accomplishment of tasks. When you collaborate well with your manager you will be able to complete tasks on time.  You will have all the time to concentrate on other important projects while you wait for the review and approval of your request to travel rather than just waiting for the next company meeting to air your requests. Writing request letters for approval ensures no time wastage and leads to reduced wastage of company funds altogether.

The letter also serves as a show of respect.  Embarking on a business trip before the approval of the relevant authority is a sign of disrespect. Sending a request for approval shows respect and professionalism. You are showing the concerned higher authority that you are confident in your decision and are also respectful of the fact that the final decision is ultimately up to them. The business trip approval letter contains further details of the trip, including the budget, scope, and viability of the project. It also outlines what is expected from the employee; thus, it works to dispel any doubt that either party might have concerning the trip’s significance. This boosts the confidence of the employee even as they continue with the business trip.

Lastly , the business trip approval letter once approved, creates a verifiable proof.  Whenever a line manager approves your request, you have clear proof that allows you to continue with your authorized trip confidently. This letter serves as official documentation of any changes or updates to previously agreed-upon terms. It also ensures that each of the concerned parties is well informed.

How to Convince Your Boss to Approve Your Business Trip

Getting approval from your boss to go on a business trip is not as easy as it sounds, especially in this technological era.  Some bosses may feel like it is a needless luxury that needs to be eliminated from the company’s budget. However, in some cases, business trips are essential for career growth and company growth. So, how can you convince your boss to allow you to travel? The answer is simple. You must prove to them why the trip is necessary and how partaking it will enable you to achieve something you cannot achieve while remotely working from the office. Here are some of our well- researched tips to enable you to get approval to travel from your boss.

When writing the letter explain to your manger how the trip will make you establish and build meaningful business relationships with clients: -When you are trying to establish a new relationship with a client, face time is necessary. Thus, you need to go on a trip to meet face-face with a potential client and establish a foundation of business trust. Once you have established this relationship, it is easier to maintain the client from a remote location, virtually.

Show your manager that the trip is an opportunity to network with leaders in your industry, and gather more knowledge, acquire new business leads and market your company. Demonstrate to them how the trip will help you to stay updated on current marketing trends and help you stay on top of the economic trends

To convince them further to approve your request, provide a good explanation in your request letter, how the trip will help you close more deals, thus more money for the company- create a plan to establish how the Return on Investment will be greater than the expenses of your trip. Do your research well and provide your boss with quantitative data to back up your claims that the trip will be a valuable investment for the company.

NOTE: Keep your budget to a minimum to quickly gain approval

Format of a Business Trip Approval Request Letter

Follow these steps to write a professional business trip approval request letter

Choose your contact method

Based on your company culture, choose the right contact method- whether via email or a printed copy with a written signature.Write the date of submission of the approval request letter

Inside Address

Write the address of the recipient of your letter. Mention the full names of the receiver, their position in the office, department and office address. Ensure that the information you provide in this section is correct and accurate to avoid distracting the recipient.

Use a professional greeting and salutation

This a formal letter. Therefore, use a welcoming yet professional greeting and salutation. For example, use “Dear Ms.” followed by their last name.

Start your letter by telling the receiver why you are writing the letter. Be considerate of their time and go to the point directly.

Example : Dear Ms Jane, I am thrilled to inform you that after discussing with the marketing department, management has approved your business trip to Tanzania scheduled from 20 th Jan 2021 to 26 th Jan 2021.

Include details

In a few sentences, provide a detailed explanation of the trip, in terms of what is expected of the employee, the person (s) accompanying the employee, and specify the approved budget for the trip to ensure that he/she does not go overboard with the budget laid down by the company.

For example: The marketing department and everyone at large hopes that you will bring a considerable amount of business to the company from your trip. Mr Brian will also be accompanying you on this trip as he is your immediate supervisor. The laid down company budget for the whole trip is $25000.

Complimentary close

Before signing off the letter, include one more piece of information depending on the situation. You can add more information about what is expected of the employee once they return from the trip.

For example : Upon your return, make sure you submit all the receipts and any relevant documents to the concerned departments.

Write your signature, followed by your name and designation.

What to Include in Trip Approval Request letter?

Writing a tip approval request letter is not hard. Especially if you know what to include and how to format your letter. The process is very simple simply start by including your full name, designation, and contact information to make it easier for the receiver to reach you anytime.

Then add the details about the trip. You should include the reason for the trip and any benefits for the job if it is for career development training. Provide the itinerary location, estimated budget, and the name of the event.

Don’t forget to mention the date you will leave for the trip and when you will be back to resume work.

End the letter by thanking the manager in advance for their corporation and sign off professionally.

Business Trip Approval Writing Tips

Our well-curated business trip approval letter writing tips will help you come up with a great and professional letter.

Be professional

As a manager, it is necessary that you promptly and professionally write an approval letter upon the employee’s request.

Specify the company laid down budget

It is very crucial that you specify the budget for the trip to your employee to ensure that they don’t go on a spending spree and exceed the budget laid down by the company.Use a formal and polite tone throughout the letter

Make your business trip approval letter short and concise

Your letter does not have to be too wordy. Keep it short, simple and straightforward.

Proofread your letter

Before sending off your letter, make sure to reread it to check for common typing mistakes and grammatical errors. You want it to bring out your message well.

Download Free Business Trip Approval Request Letter Templates

Make use of our free, premium, customizable Business Trip Approval Request Letter Templates to help guide you and serve as a reference. Before downloading them, don’t forget to personalize them to meet your unique needs.

For managers, some requests are easier to approve than others. If you are writing a request for approval, you should consider the following best practices to ensure your requests are approved on time: • Be clear and concise. Very often, including too many details and overstating the purpose diminishes the overall impact of the letter. • Write your subject line well. Use 3-4 words that are boded to communicate the intent of the letter for easy understanding • Have your target audience in mind while writing the letter • Break up long requests into smaller and simpler sections using bullets and headers • Explain the importance of your request to the company once approved. • Show your enthusiasm for the request that is pending approval. • Gather quantitative data to back up your claim and put your best argument forward

Yes! If the thought of sending a follow-up email for a request letter after no response scares you, you should probably know that very few people, especially managers, say yes to the first ask. It is always a great idea to follow up with an email message if you don’t hear back from them.

Business trips are an important part of a business. They are also an important part of the growth of the employee and the organization. For this reason it is important that the employees be afforded the chance to go for business trips. As an employee, you need to understand how to write a persuasive business trip request letter to your employer that will convince him/her to allow you to travel. As a manager, you also need to know how to write a professional business trip approval letter and understand its importance.

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A Business Trip Approval Letter

Last Updated On January 13, 2020 By Letter Writing Leave a Comment

A Business trip approval letter is written to permit an employee officially for a business trip for which he has submitted a written request. Business trips are considered as a professional way to build up a strong relationship with your existing clients and also a chance to acquire new clients. They are generally regarded as a profitable way of expanding the business. Therefore the staff of the marketing department keeps on touring new places to acquire more and more business.

Trips like these are essential for the growth of a company, so companies do encourage their employees to take such trips. Once an employee has made a request for a business trip, the higher authorities check the details of the trip. If it’s relevant and suitable for the progress of the company, the higher authorities approve the business trip. 

While writing the letter of approval, it is mandatory to include further details of the trip and what is being expected from the employee. You can specify the budget for the trip and mention the people who will be accompanying the person. Letters like this should focus more on specific details rather than anything else.

A Business Trip Approval Letter Writing Tips

• Firstly it is vital to be professional enough to write an approval letter on the employee’s request.
• You must specify the budget to your employee so that he should not overspend and exceed the budget laid down by the company.
• The tone of the letter should be formal.
• The letter should be brief and concise.
• Once you are through writing the letter, please recheck the same for corrections, if needed.

A Business Trip Approval Letter Template

Use our free A Business Trip Approval Letter to help you get started.

From, _____________

_____________

Date _________ (Date on which letter is written)

To, _____________

Sub: ___________________________________________

Dear ________________ (Name of the person),

I, hereby, would like to inform you that after discussing with the ______ (Department name), management has approved your business trip to __________ (place) scheduled from __________ (date) to ________________ (Date). We all wish that you will bring some good amount of business to the company. Mr. __________ (name) would also be accompanying you in this trip as he is a Chief legal advisor and will support you if you need any legal help during the trip and with the clients.

Please submit all the relevant documents to the concerned departments once you return.

Yours truly, (_______________)

Sample Letter

From, Alexander Gomes Marketing Head ABC Inc.

Date: 2nd February 2009

To, Mr. Joseph Nicolas Marketing Manager ABC Inc. Atlanta

Sub: Approval for Business Trip

Dear Mr. Nicolas,

I am writing this letter to officially inform you that the management has approved the request submitted by you for a business trip to Germany. The decision has been taken in conjunction with the Sales department. It is scheduled from 10th December to 20th December, and we wish that in this period you will work as per the strategies and norms laid down by the company and will get business for us.

I would also like to inform you that Ms. Catherine from the Sales department will also accompany you on this trip and we wish that after returning, you should prepare a sale report as well as your expense report and submit to the concerned department.

Wishing you all the best,

Yours truly, Alexander Gomes

Email Format

The following is the Email Format that should be followed while writing a Business trip approval letter.

To: [email protected]

From: [email protected]

SUBJECT: Business Trip Approval Letter

I, hereby, would like to inform you that after discussing with the ______ (Department name), management has approved your business trip to __________ (place) scheduled from __________ (date) to ________________ (Date). We all hope that you will bring a good amount of business to the company. Mr. __________ (name) would also be accompanying you in this trip as he is a Chief legal advisor and will support you if you need any legal help during the trip and with the clients.

Related Letters:

• Sample Approval Letter
• Approval Of Overtime Letter
• Sample Approval Letter for Expenses Occurred
• Grant A Scholarship Letter

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April 21, 2019 By Michelle Maraj 1,396 Comments

5 Out of Office Examples for Traveling on a Business Trip

This post may contain affiliate links, meaning that we will receive a commission if you click through and make a purchase. All opinions are those of the author.

When you need to travel for work, you might need to set an out of office message. Out of office messages are useful if you are not available during regular work hours. This may be necessary if you are out of the office in transport, such as on an airplane without WiFi, or if you are participating in a conference and cannot be online.

Out of Office Message Requirements

Your out of office message can be as detailed as you would like, but there is one requirement for your auto reply email: state when you will be back. You do not  need to explain why you are away, however you should at least communicate when you will be able to respond to your emails. Otherwise, you can be as creative as you would like.

A typical business travel out of office email will have the following components:

• Thank the person for their email.
• Let the person know when you will be returning.
• Provide an alternate contact person or emergency contact number.
• State that you will respond to emails when you return.

Additional components of your out of office message could include:

• Whether you are checking your email, versus if you are out of the country
• Why you are currently out of the office

See some of our business trip out of office messages below.

Out of Office on a Business Trip

If you are out of the office on a business trip, you can state so in your auto reply message. If you are traveling for a client, you do not want to get too specific on the location. Instead, leave your email vague. Put your location on your corporate calendar. If your coworker needs to know where you are, they can check your calendar for details.

Thank you for your email. I am currently out of the office on a business trip, and I will be returning on [Date]. I will respond to your email upon my return. Sincerely, Michelle

The above should be the bare minimum included in your auto reply message. If there is the possibility of urgent matters coming up while you are gone, you should include a contact person or an emergency contact number in your message as well.

I am currently out of the office on a business, and I will be returning on [Date]. If your matter is urgent, please contact [Name] at [Name’s Email], or call me at [Number]. Otherwise, I will respond to your message when I return. Thanks, Michelle

Only include your phone number in your out of office message if you do not mind being reached. If you are traveling to a place without service or will be unable to talk, it is best to only leave a contact person.

Out of Office during Business Travel

Occasionally for work, you may find that you are in commute for an entire day and will have limited access to email. If many of your coworkers will wonder where you are, it may be ideal to set up an out of office message for business travel.

I am currently traveling with limited access to email. If you need immediate assistance, please contact [Contact]. Otherwise, I will respond to your email as soon as possible. Thanks, Michelle

You might also be traveling to work, but find yourself at a client with a poor Wifi connection. While you are working, many of your coworkers may be wondering why you do not appear online, or why you are taking longer than usual to respond. In these circumstances, you might want an auto reply message similar to the following:

I am currently on-site with limited access to Wifi. If your matter is urgent, please contact [Contact] or call me at [Number]. Thanks, Michelle

Out of Office Attending a Conference

If you are on a conference business trip, mentioning the conference in your out of office can be beneficial. If a client who is also attending the conference emails you, your client may notice the opportunity to meet up with you.

Thank you for your email. I am currently at the Tableau Conference in Las Vegas, with limited access to email. I will be returning on [Date]. If you need immediate assistance, please contact me on my cell at [Number]. Sincerely, Michelle

Auto Reply Messages for Business Travel

Depending on your company culture, your out of office messages may be more casual or fun. However, if you work in professional services, it is best to keep your auto reply messages as fluff-free and simple as possible. State that you will be out, say when you will be back, and include what to do if it is an emergency.

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Company travel policy guidelines and topics to include

If you’re wondering what to include in your company travel policy, don’t worry, we’ve laid it out for you here. There’s a number of travel-related expenses to consider as well as policies and procedures needed to make the travel and expense process seamless for the employer and employee. Read on to learn about employee travel management best practices and how to create a comprehensive travel policy.

Why do you need a company travel policy?

In some industries, business travel accounts for a large portion of business’ expenses and employee time.

Even if you don’t think you’ll need a travel policy because your staff does not travel frequently, consider things like annual industry conferences, company meetings or events, and training or collaboration with other offices or worksites. This policy may only be used once a year for some companies, but if you don’t at least have the procedures clearly recorded it can create a huge amount of hassle and confusion.

Having clear policies in place simplifies the process for both parties. Employees understand how to go about booking travel and submitting for reimbursement of travel expenses. Employers can ensure that travel arrangements are made in a cost-effective manner and that proper expense reporting occurs.

Having set guidelines for travel also makes the travel management process transparent and fair to all staff. Employees should all receive the same travel budget, aside from adjustments made due to differences in location costs or business needs. Without clear guidelines, one employee may be booking first class seats and five star hotels while another books economy and low budget accommodations. It’s best for your company culture to provide equitable travel experiences across the board where possible.

Travel approval

Define your policy and approval process for business travel authorization.

How far in advance should employees request approval for business travel? In some industries and job roles, advance notice may be limited. However, in many cases business travel can be planned out several weeks or a month in advance. Planning ahead will usually allow for the company or employee to book air travel and accommodations at lower rates.

Also be sure to include who travel requests should be submitted to and what needs to be included. Some employers ask for expense estimates prior to authorizing a trip.

Depending on your industry, you may want a separate policy for conference attendance authorization and trip planning. Trips for trade shows, trainings, and conferences can be planned further in advance, but you’ll want to ensure that attendance will be worthwhile. Some businesses have a set budget or allowance for employees to travel to attend industry conferences or training.

Travel booking

Clarify your company’s travel management style and booking process. Are employees allowed to book their own travel or is there an administrator in charge of all travel bookings?

If travel is something that members of your organization will be doing frequently, it’s usually easiest to allow employees to book their own rooms, flights, and rental cars. However, it’s a good idea to put some guidelines in place on costs, upgrades, and expense reimbursement procedures.

Large employers with frequent business travel sometimes use a travel booking tool to help employees book travel in one central place and within the constraints of the company’s travel policy. These tools can be helpful, but if you don’t have one yet it’s not a problem – not every company will need a booking tool. Sites like Expedia or Priceline work just fine for the average travel booker.

Lastly, some employees do prefer to book travel for their employees. Often an administrative staff member will help with booking or department heads can book for their department. This gives the employer more control over managing travel expenses and ensuring that travel policies are followed. However, it is generally preferable to give employees some input as it tends to improve their experience and morale. If an employee has a particular preference on airline, flight times, or hotel it’s a good idea to accommodate those preferences if they don’t add too much to the cost or interfere with planned business activities.

Meal reimbursements or per diems

Employees need to eat while they’re traveling, and it is customary for employers to cover those costs within reason.

You have three solid options to choose from in terms of employee travel meal expenses.

Offer a Per Diem

A per diem is a fixed daily amount that employees are reimbursed for food or incidental expenses during their business trip. Lodging is also sometimes handled with per diems. Sometimes per diems are paid prior to the trip so that staff do not need to pay out of pocket and wait for reimbursement for expenses. This method is used by the federal government but also some private employers. It can make the expense process simpler as individual receipts don’t need to be saved and submitted and the company can accurately estimate the cost of a proposed business trip. Businesses should still have employees fill out a general expense report with the dates, business purpose of the expense, and amount for tax purposes (per diems are not taxed as long as they are properly accounted for and used for business purposes). It varies by individual company policy whether employees can keep or be reimbursed for per diems that they did not fully spend while on the trip.

Reimburse meal expenses

The classic option is to allow employees to buy their own food while traveling and submit their receipts upon return for reimbursement. Employers often set spending limits and many do not allow alcohol purchased with meals to qualify for reimbursement.

Provide a company credit card

A company credit card allows employees to avoid having to pay up front and wait for reimbursement. This is a good idea for employees that travel frequently and do not wish to constantly have personal funds tied up in hotel room deposits and reimbursable meal expenses. If your staff will be entertaining others on trips such as clientele or prospects, a company card is a must. It’s reasonable to have employees buy their own meals, but asking them to regularly buy clients dinner on their personal cards is a bit excessive. However, you should definitely have a company credit card policy in place prior to providing a card.

Employees should sign an agreement taking responsibility for reporting a lost or stolen card or suspicious charges immediately. They should also agree that the card is for business use only and to reimburse the company for any personal expenses placed on the card in error.

Many of us do not enjoy flying, but it is a large component of most business trips. Be sure to lay out any policies or restrictions on airfare or flight options.

Can employees book seats in business class? Most companies steer their staff towards economy class plane tickets, but be sure to list any applicable exceptions. For instance, at off-peak travel times, business class may occasionally be cheaper or the same price as economy class once things like in-flight wi-fi and baggage fees are factored in. Some companies also allow employees to book premium seats for unusually long flights such as international travel.

You can also include whether employees can use things like frequent flyer miles or other rewards accumulated through business travel for personal use. Ultimately it is the employee doing the travel even if the employer is footing the bill, and air travel can be grueling, so it’s generally worth providing this small benefit to employees rather than accumulating rewards for the business.

Hotels and accomodations

If business trips are a frequent occurrence at your organization, you may want to partner with a specific hotel chain or vendor. Often you can negotiate a discounted room rate if you book with the hotel for enough nights per year. This can cut down on accommodation costs and makes the hotel booking process simpler. Inform employees to check for rooms at the partnered hotel chain for each of their business travel destinations. This also adds consistency, as all employees receive approximately the same room quality and experience.

Generally employees are directed to book a standard room, meaning no suites or upgrades. This cuts down costs and makes it fairer for everyone. Of course, accessible rooms (sometimes marked as ADA rooms) may be selected for disabled employees needing them. These are offered by most hotels and shouldn’t cost extra to book.

You may also specify whether extra charges will be reimbursed or considered personal expenses. Are employees allowed to raid the mini-bar or order a pay per view movie on the hotel television? If there is an entertainment budget or meal/incidental per diem offered these charges may fall under those categories. Wi-fi and hotel parking are generally considered reimbursable expenses.

Transportation expenses

Most business travelers will require a rental car. Employees should choose an economy option unless they need an upgraded rental card to transport large materials or drive clients. In some circumstances, other transportation methods may be used and expenses should be tracked by the employee. For example, it may be more cost effective for an employee visiting New York City to use taxis, rideshare, or the subway to get around as parking in the city may be excessively expensive and impractical.

Many businesses also reimburse public transportation or ride share costs to and from the airport.

Travel insurance

Specify whether or not employees should buy travel insurance. Some companies outright prohibit staff from opting in to extra insurance on flights and travel costs. However, if there is a possibility of trip cancellation, the insurance could come in handy. If the trip is to meet a client or prospective client, consider the client’s industry and prior track record to determine the likelihood that they need to reschedule.

Also check whether staff should pay extra to participate in rental car insurance programs. Your company’s auto insurance policy may cover employees traveling on business. Their personal coverage may also cover them while using a rental car.

Entertainment and other expenses

If employees will be entertaining clients on these trips, specify the budget and what is allowed to be expensed. This may be a scenario where expensing alcohol is allowed, even if it is not generally expensable under your meal policy.

Personal entertainment expenses such as site-seeing or going to bars/events alone after work are generally not reimbursable. Sometimes dry cleaning and personal expenses necessary for professional appearance at important meetings or conferences are reimbursable. Your company can decide what personal expenses, if any, will be eligible for reimbursement.

Also be clear on how personal travel will be handled. Occasionally, employees may request to stay in a business trip location over the weekend to explore the city. This is generally reasonable as long as additional hotel nights or rental car days are paid for by the employee and the change in return dates does not lead to a large increase in airfare costs. Set clear expectations and understandings with the employee prior to approving a trip extension for personal travel.

Expense reimbursement procedure

We’ve talked about the expenses covered for business travel, now it’s time to craft your most important travel policy and let employees know how to submit their expense reports from their business trips.

Give employees a deadline. If expenses are not submitted promptly, the likelihood of a receipt being lost or an expense being forgotten increases. A one week deadline is reasonable. Use your expense reimbursement cycle to guide this policy. Some businesses process expenses monthly and only request monthly reports while others process them weekly or biweekly.

If employees will be traveling and expensing frequently, consider using an expense management app such as Expensify to allow them to upload receipts and expenses as they go from their mobile devices. This can help everyone stay organized and streamline the reimbursement process. A mobile app system is especially useful if you are providing a company card, as employees may be less motivated to submit expenses or save receipts when they are not seeking personal reimbursement.

Let them know the procedures for submitting and receiving reimbursement. Do expense reports go to their department head, human resources, or accounting? What is the submission and payout schedule? Some employers provide reimbursement on employee’s regularly scheduled paychecks while others use a separate system for expenses. Employees want to know when they can expect to receive these funds, so be detailed in order to avoid any questions or confusion. If there’s no set schedule, or you are giving employees a deadline from the date of their return, let employees know what the turn around time will be for processing reimbursements.

Employee conduct

It should go without saying that professional conduct is expected on business trips, but it never hurts to reiterate your company’s policies and expectations.

Remind employees to follow your company’s Code of Conduct and applicable policies while traveling, including vehicle safety policies if driving on the trip. Alcohol consumption policies may be relaxed for business dinners or networking events, but most company policies should still apply while traveling. Employees are representing the company on these trips and should take that responsibility seriously.

Additional resource: Updating your handbooks and company policies? Check our guide to employee handbooks .

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AI, Your Side Hustle Hero to Make Money from Home

Think AI is just for super-smart scientists? Nope! There are tons of ways you can use AI to make some serious cash from home.

Ready to turn your tech-love into a side hustle? Here are some amazing ideas:

1. The Content Creation Powerhouse

Ai, your writing buddy.

Imagine having a writing assistant that never gets tired, bored, or has writer’s block! AI tools like Jasper and Rytr help you crank out blog posts, website copy, product descriptions, and even creative stuff like poems or short stories.

You can write paid articles for websites or companies, or use AI to make your own online business shine with tons of fresh content. AI can even help you find ideas and make sure your writing is on point!

Pics in a Flash

Ever wish you could draw anything you imagine? AI image generators like DALL-E and Midjourney let you do just that!

Just type in what you want to see – like “a cat flying a spaceship” or “a watercolor landscape of a hidden waterfall” – and the AI will create it.

You can sell your images on stock photo sites, use them to make your blog posts stand out, or turn them into cool digital art pieces you can sell online.

Movie Magician

AI can help you become the next editing superstar! Services can cut and paste video clips, add background music, and even turn your dialogue into subtitles for different languages.

Imagine helping YouTubers make their videos snappier, or editing short videos for businesses– it’s a skill you could even be paid for!

2. AI Expert Services

The global chat champ.

If you know another language (or more!), AI translation tools become your BFFs. Instead of taking forever on translations, AI does the basic work, and you fine-tune it for accuracy and style.

Get gigs translating websites so they reach worldwide markets, translating important documents, or even adding subtitles so movies and videos can be enjoyed by everyone!

Meet Your Robot Assistant

Businesses want to offer help 24/7, but that’s impossible for humans! That’s where chatbots come in.

Platforms like Dialogflow let you “train” little AI assistants to answer common questions, take orders, or gather information from potential customers even when everyone’s asleep.

It’s like coding and customer service rolled into one cool job.

Data Detective

AI is amazing at spotting patterns way too huge for humans to see alone. You can offer services by using AI to analyze mountains of social media chatter to see what people really think about products or brands.

Investors might pay you to use AI to spot stock market trends. Businesses might want you to use AI to track their rivals and see what sneaky plans they might be hatching!

3. Affiliate Marketing with a Techy Twist

Ai reviewer: the ultimate comparison tool.

Imagine being able to gather tons of information on different products in a flash! That’s what AI lets you do. Let’s say you want to review the best robot vacuums.

AI tools can help you scrape customer reviews, compare features across different brands, and even summarize the pros and cons. You write awesome reviews, include your special affiliate links, and whenever someone clicks your link and buys, you earn cash.

It’s like being a super-helpful shopping guide and getting paid for it!

Super-Niche Websites: Your Secret Weapon

Sometimes the biggest money isn’t in the broadest topics, but the super-focused ones. Imagine a website not about pets, but all about the cutest outfits for teacup poodles! AI tools help you find these “micro-niches” – topics huge groups of people are obsessed with but might have fewer websites dedicated to them.

Once you’ve picked your niche, AI can help with everything else. It can find keywords that help people find your site, suggest tons of article ideas, and even help you write some of the content.

AI can also help you find products related to your niche to promote with affiliate links, making your awesome website into a money-making machine.

4. Build Your AI Empire

Tool time: coding for cash.

If you have some coding skills, you can build super-useful, bite-sized AI tools that people will happily pay for. Think of common problems people have: resizing a ton of images is a pain, long articles can be a drag to read, and catching every single grammar error is tough.

You could build simple tools that offer AI-powered solutions – a quick image resizer, an article summarizer, or an extra-smart grammar checker. Sell these tools on online marketplaces, and suddenly you’re not just using AI, you’re selling it!

Plugin Power: Supercharge Popular Programs

Do you know your way around popular software like Photoshop, Excel, or even game design programs? You can become a plugin superstar! Create little add-ons that use AI to do cool new things.

Maybe your plugin adds AI filters to Photoshop, or teaches Excel to predict future patterns based on the data. Find platforms that allow developers to sell plugins for their software, and your creations could make you money while helping others work smarter.

AI Business Sensei: The Ultimate Consultant

If you get really good with AI, and understand how businesses work, you could make serious money as a consultant. Companies often have no idea how to start using AI to their advantage.

You could be the expert that helps them! Teach them how AI can find them new customers, help them analyze huge amounts of data to make better decisions, or even automate some parts of their business to save them time and money.

As AI gets more important, companies will be desperate for consultants like you!

Things to Remember:

Humans still needed: the ai hype is real, but….

AI is a powerful tool, but it’s still just that – a tool. It can mess up, make stuff that’s just plain weird, or even be used for harmful things if we’re not careful. That’s where you come in!

Your job is to double-check AI’s work, make sure it sounds natural and makes sense, add your own creative spark, and be the one to make sure the AI is doing good, not harm.

Find Your Thing: Be the Specialist

Trying to be an expert in everything AI-related is a recipe for a headache. Instead, become known as THE person for something specific.

Are you the best AI product reviewer for tech gadgets? The go-to person for building customer service chatbots? The genius who finds hidden stock market patterns using AI?

Specializing makes it easier for clients to find you and know exactly what you can do for them.

Never Stop Learning: The AI Train Keeps Rolling

AI technology changes at lightning speed! New tools, techniques, and updates are happening all the time. To stay ahead of the game, you’ve got to be curious and willing to learn.

Subscribe to tech newsletters, mess around with new AI programs as they come out, and take online courses. The more you know about cutting-edge AI, the more valuable your skills become!

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What is a business travel request form? (with free template)

What details appear on a travel request form.

• Employee name and contact information.
• The business purpose of the trip.
• Destination details.
• Departure and return dates.
• Predicted travel costs which are broken down by category. For example, airfares, other transportation, accommodation, and meal allowances.
• Notes of any visa requirements for international travel.
• Any relevant comments from the employee's manager.

Download your travel request form template now

Who works on a travel request form, the employee, the first level of approval, the second level of approval, related faqs, where can i find templates for a business travel request form, why use a request form for business travel, is using employee travel request forms the most efficient way to approve corporate travel.

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• Never miss another update. Stay in touch with us on social for the latest product releases, upcoming events, and articles fresh off the press.

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Business Travel Checklist - Policy & Procedures for HR Teams

Hr policy & procedure checklist for employee business travel.

This checklist was originally written in 2021 and was updated on September 6th, 2022 to reflect the current travel landscape.

HR’s checklist for prioritizing people in business travel

As a human resource (HR) professional, you’re acutely aware of the importance of maintaining strong employee relations in the new post-COVID workplace. Corporate culture across all industries has a renewed focus on employee wellness, which extends to corporate travel programs.

In the past, business travel responsibilities traditionally fell squarely on the shoulders of the travel manager, with oversight from finance or procurement. Now, with a heightened focus on traveler wellbeing and risk management, the focus has become more about people .

And that means you’re now a stakeholder.

In a recent Egencia survey of 130 travel managers and others responsible for managed travel, 42 percent said human resources are now involved in defining new requirements for travelers. Many human resource leaders are taking steps to ensure their employees are satisfied with their business travel experiences to influence employee retention.

Download this business travel checklist and guide to learn more about:

• Evolving concerns in business travel and how HR professionals are playing a larger part in creating a great experience
• What travelers need so they can book quickly and within policy
• Travel tips to keep your employees empowered, informed, and supported on the road
• Resources available to help you support travelers throughout the entire business trip

As companies strengthen their business travel programs, traveler safety and wellbeing are emerging as top priorities. Business leaders are relying on HR leaders to identify potential risks and consider employee needs so they can feel confident about their next work trip.

HR’s Role in the Year Ahead

Human Resource professionals are increasingly responsible for workplace safety and security matters, including policy development. Employees should only have to worry about their business meetings and not be stressed about any last-minute travel emergencies. Any concerns with visas, travel documents, vaccinations, and corporate credit cards should be handled in a robust travel policy that is built into your corporate booking tool.

For business travelers that are interested in how to reduce stress with a business trip packing list check out 4 tips to balance personal wellness with business travel. These hacks include everything from rethinking your carry-on bag to the benefits of not packing an extra blazer.

Download the checklist.

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How To Create Professional Business Trip Out Of Office Messages

Home » B2B » How To Create Professional Business Trip Out Of Office Messages

Employees with a remarkable ability to communicate are valuable assets to any organization. However, they should know how to prevent communication blackouts when they are out of the office. The Business trip out-of-office message or vacation out-of-office message is necessary to maintain seamless communication with those who may try communicating with you via email. In addition, arranging an out-of-office message is a proactive strategy to inform your contacts, who may email you requesting a response.

Informing your colleagues, associates, and other contacts about your absence from the office is a basic courtesy. It can help strengthen your rapport with people who will appreciate your thoughtfulness in providing an alternate contact number. Setting up an auto-response for an out of office message in outlook for business travel is crucial to avoid the unpleasant situation of keeping the senders guessing about your whereabouts.

How to write a good out-of-office message

There are a few standard requirements for creating a business trip out-of-office message.

1. Begin with greetings

Start the auto message by mentioning something like Hi there, Hello dear sender, or Dear sender to address the person before sharing more details of the message.

2. Mention the reason

Briefly describe the reason, which may be a business trip, work travel, or event participation.

People must know when they may expect a proper reply to their mail from you. Inform the period by mentioning dates when you will be away from the office in the DD/MM/YYYY format.

4. Optional contact

Provide the number of a responsible person who may offer help if the sender requires urgent assistance.

Close the mail by saying Yours truly, Best regards, or Cheers, and mention your name

What not to include in out of office messages

Remember, the business trip out-of-office message is a courteous gesture to help people know about your absence from the office. Therefore, do not include the following in the professional out of office message.

1. Trip details

Out of Office on a Business Trip suffices to mention the reason, like a business trip, without describing the trip destination, goal, and other graphic details.

2. Standard phrases

Avoid using ‘limited access to email’, which makes little sense. Mention the date when you will respond to the communication. Let the people know that there will be no response from your side before a specific date.

3. Errors and typos

Check the message for grammatical or spelling mistakes because the reply is an official response to the emails.

Examples of out of office messages

There are a few scenarios for out-of-office messages. The message can be different depending on the reason. Including the date when you expect to be back and reply to their communication is a common requirement of all out-of-office messages. Check all emails and send an appropriate response after joining the office.

1. Auto-responder out-of-office mail

This is an auto-response to your mail.

Please note that I am out of the office. I will respond to your mail after returning to the office.

You may contact (name and number) if anything is urgent.

Thanks and regards, (Your name)

2. General purpose

The following example can be a standard all-purpose reply.

Dear sender,

Thanks for your mail.

I am out of the office from DD/MM/YY to DD/MM/YYYY because of (mention reason). Communicate with (provide name and contact details) during my absence from the office for any urgent requirement.

In case of an emergency, you may contact me on my number (provide your cell number).

3. Business trip or out of office attending a conference

The out of office message business trip delayed response should be a small description of your business trip without mentioning the destination of the business trip. Consider the following example for auto reply messages for business travel.

Thanks for your email communication.

Presently, I am out of the office on a business trip. I will return on DD/MM/YY. I will respond to your message as soon as I join the office.

With regards, (Your name)

4. In-transit message

The following is an example of an out-of-office message if you are en route to a business meeting and the response may take longer.

Sincere thanks for your mail.

Just a quick note to inform you I am in transit for the (mentioned business event) from DD/MM/YYYY to DD/MM/YYYY. I may take longer to respond to your mail. Contact me on my phone if it is urgent. (mention cell number)

You need not write an essay while creating a business trip out-of-office message. It should be a brief and simple message to make the person aware that you are aware of their communication and will act after resuming office work. Do not include your contact number if you do not wish to receive calls. Providing your subordinate’s or colleague’s contact number may be enough. Additionally, to book a corporate travel using easy and quick self-booking platform, employees can do it on Paxes. Paxes provide quick travel booking and efficient travel management solutions.

Business Trip Out Of Office Message FAQs

Why is it necessary to send out-of-office mail.

An out-of-office mail helps inform the sender about your absence from the office. It assures them of your response after resuming the office.

Is it mandatory to provide the contact number of a colleague or subordinate in the out-of-office message?

Providing an alternative contact is necessary if you are in charge of an essential service, such as customer support.

How to set up an out-of-office message if a person is on sick leave?

You may request a colleague to set up an autoresponder message mentioning your sick leave without giving a date of your return to the office. Do not provide details of your sickness in the out-of-office mail for sick leave.

What is an OOO message?

OOO message is an out-of-office message to let the sender know you cannot reply till you return to the office.

What can be a suitable subject line for a business trip out-of-office message?

Out of the office, on a business trip, can be a suitable subject line, as it is short and to the point.

How do I inform colleagues and clients about my absence?

One can inform the colleauges via several methods such as email, setting up out of office alert on email and internal communication platforms, or speaking directly in person with the colleagues.

2. What information should be mentioned in the out-of-office message?

The out of office message should have several important elements such as greetings, notification of absence, duration, emergency contacting person, reason, expected response time, and signature.

Are there any best practices for writing an effective out-of-office message?

Yes. One should maintain clarity, and be concise while writing the messages. Additionally, there should be a subject line, the message should customized for different person and direct to the point in a formal tone. You should set the alert in advance and set your voicemail accordingly.

Pratyush is a traveling enthusiast who always looks for innovations in business travel management. He has 5 years of experience writing content on corporate travel management and working closely with expert business travel facilitators.

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12 Leave Letters For Work (With Examples)

When you need time away from work for any reason, you will need to provide your employer with a formal leave letter. A leave letter informs your employer of your absence from work and provides details of your expected return. Depending on your particular situation, you may need to write an annual leave letter, a maternity leave letter, a paternity leave letter, a sick leave letter, or a study leave letter. Whatever your reasons for needing time away from work, it is important to know how to write a leave letter that is professional, clear, and concise. In this article, we will provide you with templates and examples of different kinds of leave letters to help you get started.

Leave letter for being unwell

Dear [Name of manager],

I am writing to inform you that I am unwell and will need to take a day off from work. I am feeling very weak and have been experiencing mild fever and body ache. I am not in a position to come to work today, and I apologize for the inconvenience this may cause.

I am taking the necessary precautions as suggested by my doctor and will be back to work in full health as soon as possible.

[Optional] I have also requested my doctor to provide a sick note for the same, which I will submit to you as soon as I receive it.

Thank you for your understanding.

Sincerely, [Your Name]

Leave letter for a family event

I am writing to request a day off from work on [date]. I am planning to use this day to attend a family event that has been planned for some time. It is very important to me to take part in this event and I am confident that I am able to make up the hours missed by working additional hours over the next week.

I am aware of the workload that needs to be completed and I am confident that my absence will not negatively affect the progress of our projects.

[Optional] I am also aware that I must provide proof of the event, and so I am including a copy of the invitation.

Thank you for considering my request. I am looking forward to hearing from you.

Leave letter for a doctor’s appointment

I am writing to request a day off from work on [date]. I have scheduled a doctor’s appointment for a medical issue that I have been having for some time. It’s necessary that I now visit the doctor to have it looked at.

I am confident that I can make up the hours missed by working additional hours over the next week. I am also aware of the workload that needs to be completed and I am confident that my absence will not negatively affect the progress of our projects.

Letter Letter for attending a volunteer event

I am writing to request a day off from work on [date]. I am planning to use this day to take part in a [volunteer event]. I feel it is important to give back to the community and I believe that this event will be a great opportunity to do so.

Leave letter for a surgery

Dear [Name of Manager],

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am having surgery for a medical condition and need to take the necessary time to recover.

I am hoping to return to work by [date]. Thank you for your understanding, and I apologize for any inconvenience this may cause. Sincerely, [Your Name]

Leave letter for a family trip

Dear [Name of Manager], I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am going on a family trip to [location] and need to attend. I will to return to work by [date].

Thank you for your understanding, and I apologize for any inconvenience this may cause.

Leave letter to complete a professional course

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am taking a course to further my professional development and need to attend the classes. I am hoping to return to work by [date].

Thank you for your understanding, and I apologize for any inconvenience this may cause. I am confident that the course will help me do better at my role once I’m back.

Leave letter for a vacation

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am taking a much needed vacation and need to take the time to relax and rejuvenate.

I will return to work by [date]. Thank you for your understanding, and I apologize for any inconvenience this may cause. Sincerely, [Your Name]

Leave letter for the death of a relative

I am writing to inform you that I am requesting a leave of absence from work for the next two weeks. I am attending a funeral for a relative and need to travel out of town to attend.

I am hoping to return to work by [date]. Thank you for your understanding, and I apologize for any inconvenience this may cause.

Leave letter for visiting a government office

I am writing to inform you that I will need to take a day off from work on [date] in order to visit a government office. The purpose of my visit is to [explain details of why you need to visit the government office]. I understand that this leave is short notice and apologize for any inconvenience.

I will try to be available on phone while I’m away.

Thank you for your understanding and support.

Leave letter for maternity leave

I am writing to inform you that I will be taking maternity leave from [start date] to [end date].

I have been with the company for [length of time] and I am excited to start this new chapter of my life as a mother. I am grateful to be able to take this time off to spend with my new baby and family. I am confident that I will be able to return to work on [end date] and I am committed to providing the same high quality of work that I always have.

My team will be in good hands while I am away and I will be available to answer any questions via email or telephone. I am looking forward to coming back to work and continuing to contribute to the success of the company.

Sincerely, [Your name]

Leave letter for paternity leave

I am writing to inform you of my intention to take paternity leave from [start date] to [end date].

I am expecting a child and am looking forward to welcoming my new addition to the family. I am grateful for the paternity leave policy that the company offers, and I am taking advantage of it to spend time with my family.

I am confident that all of my work will be completed before I leave, and I will remain available to answer any questions that may arise. I am happy to provide more information or provide assistance with any tasks that may be needed while I’m away.

Leave letter for the death of a pet

I am writing to inform you that I will be taking a few days of leave from work to grieve the death of my pet, [name of pet]. I was very attached to [name of pet], and I need some time to process and come to terms with her passing.

I hope you can understand the importance of this time for me and that you can grant me this leave.

Leave letter to take care of a sick family member

Dear [name of manager],

I am writing to inform you that I need to take a leave of absence from work in order to take care of my [relation]. My [relation] has recently been diagnosed with [illness], and I need to take some time away from work to provide them with care and support.

I understand that this may cause some disruption for the team, and I apologize for any inconvenience this may cause. I am hoping to return to work by [date].

However, this may be subject to change depending on the situation. I will keep you updated on any changes and provide any information that you may need. Thank you for your understanding.

• Privacy Policy

Sample Letter to Announce Annual Picnic or Outing of a Company

Picnics are always fun and when they are organized for your employees and staff, they are all the more fun. If you are planning for an annual picnic for your company employees then that has to be announced using a company picnic announcement letter . You can write a notice to announce a picnic to all the members of staff in order to inform them about the event along with all the essential details about the picnic.

We bring an employee picnic announcement letter sample for you. You can use this sample announcement letter of company annual picnic to make a formal announcement to the employees. You can also use this trip announcement letter sample to create a customized letter.

Announcing Annual Company Outing or Picnic Letter Format

Date: January 25, 2021

Dear Employees,

This is to inform you all the company will be organizing the annual picnic on November 1 st , 2021 at New Vibes Beach Resort for all the employees.

Just like any other year, this year as well you all are invited to join us for the picnic along with your families. The picnic that was held the last year gave all the employees to interact with each other outside work and relax as they played games and enjoyed the meals. To add more fun to this event, we are also organizing a barbeque evening at the beach along with live music by a popular local band which will be the highlight of the event.

All the employees are requested to participate in the event with their families to make it a great success. You all are requested to confirm your attendance with Ms. Ana Smith, HR Executive and in case, you will not be able to make it, please inform the same to her. The last date to submit your confirmations is January 31st, 2022.

Looking forward to have some good times together.

Anthony Gere

Zenith Technologies

Other Related Letter Formats

Letter to Announce Annual Holiday Luncheon for Employees Public Holiday Announcement Mail Format to Staff Announcement Letter Format For Half Day Leave For Staffs Letter for Announcement Of New Employee Joining Email Format for New Employee Joining Announcement to Related Departments Letter to Announce a Bad News to Employees Announcement Letter for Discontinuing Special Leave Letter for Announcements for the Company Received an Award Letter to Announce a Job-Related Party or Retreat

Related Sample Formats:

• Letter to Announce Annual Holiday Luncheon for Employees

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Mar 1, 2023

How to write a reimbursement email with 7 samples and template

Whatever your expense, this guide to reimbursement emails will ensure you're never short-changed or out of pocket.

Lawrie Jones

Table of contents

Reimbursement emails are professional correspondence to ensure you get paid for outgoings and expenses.

For example, you may have incurred costs for everyday expenses, run up medical bills, or be asking for a payout for lost or damaged items. Whatever your expense, our guide to reimbursement emails will ensure you're never short-changed or out of pocket.

Every reimbursement email must be clear about your costs, what they're for, and how you want to get paid. We can show you how to write an effective reimbursement email, including the correct format, suitable subject lines, and several samples to help you.

So stop waiting for the cash, and let's start writing...

How to write a reimbursement email

Reimbursement emails are formal emails that you'll write to get paid for expenses you’ve run up. The first lesson is, you must be clear and concise in every request for reimbursement. This isn’t the time to beat around the bush or go light on the details.

Firstly, start with an introduction about who you are and why you're getting in touch. Of course, this will differ if you're an internal team member or from the outside, but it always pays to be positive!

You'll want to justify why you're due a reimbursement. Basically, you have to be clear about what you are asking for repayment for any why. You'll also need to prove your expenses by providing all the necessary details and documentation.

Reimbursement email format

Reimbursement emails are based on a format that should be familiar to anyone in business. It's all based on three core parts: the subject line, body copy, and sign-off.

Remember to include attachments of relevant documentation, including invoices and receipts!

1. Reimbursement email subject line

We kick off with a professional and formal subject line. You want to ensure that it's clear and relevant to the request but also that it's attention-grabbing.

Why? Because reimbursement requests are easy to ignore. Don't give them a chance by ensuring your subject line stands out.

• Reimbursement request – (add details)
• Reimbursement claim attached – date
• Request for payment – (add details)
• Expenses attached – please confirm receipt

2. Reimbursement email body

Reimbursement emails are pretty simple to crack. You'll start by introducing yourself , explaining the purpose of your message, and providing any relevant background.

• My name is (your name), and I'm contacting you from (where you're from). I'm emailing you to request reimbursement for (include details).

Next, list out what you're asking to be paid for. Your request for reimbursement should be explicit and document everything. Use bullet points in your request for reimbursement to include all the details to make payment as simple as possible.

• I'm requesting reimbursement for the following:
• Include details...

You should add some relevant background to your message to provide context. This can act as a justification for reimbursement.

• The expenses were incurred while I worked for you on (insert details of costs).

You can expect anyone to pay out without proof, so always provide attachments, including all relevant documentation. You can attach copies of receipts and anything else required to process your payment.

You can end your reimbursement emails here or add a clear call to action and potentially a deadline.

• I have attached copies of my receipts to this email. I understand your payment terms are 28 days. Can you confirm that this is correct?

3. How to end reimbursement email

As a piece of professional business correspondence, you'll need a professional closing (here are 40 more) ! We always recommend adding a polite thank you before providing the following steps to ensure your expenses are reimbursed.

• Please confirm that you have received this message and provide details of when I can expect payment.

It's essential to add contact details so the recipient can clarify any details and confirm your payment.

• You can reach me at (insert details) if you need to contact me.

Finish with a suitable sign-off (kind regards, many thanks, etc.), and you're ready to send.

7 reimbursement email examples

We all love the theory, but sometimes you must see some examples to understand how it fits together.

So here we provide 7 reimbursement email examples that focus on using clear and concise language to get your cash!

Of course, we strike the right professional tone – friendly but formal. We've also provided spaces to slot in relevant details and tag receipts.

Ready to go? Here are reimbursement emails we can all use to make getting paid a priority!

1. Asking for reimbursement email sample

This simple reimbursement sample does everything we've outlined above (in some style!). We start by saying hi and following up with some introduction and background before laying out our request for reimbursement.

Next, we provide details of all expenses and, naturally, highlight the attachments of relevant documentation. Finally, we conclude with a clear call to action.

If you need one reimbursement sample that can do it all, it's this one.

• You can list your expenses here...

2. Sample email for reimbursement of travel expenses

Travel expenses are a common cause for a reimbursement email, so keep this sample ready for when it's required.

When it comes to expense reimbursement emails, include all details (dates, times, and travel methods) to make it as easy as possible for your claim to be paid. (It's worth checking out your company's rules on reimbursement before submitting a claim to ensure you include everything you need.)

Being as straightforward as possible is the most effective strategy for securing your reimbursement.

3. Sample email for reimbursement of travel expenses for the interview

Not all businesses will pay expenses for an interview, but if this one does – be sure to claim it!

You're not going to be familiar to the company, so you'll need to include lots of proof. Include dates, times, and details of the interview – and even consider copying the recruiting manager into your email.

Then, follow all the advice above, including stating who you are, why you're messaging, and the purpose (getting paid!).

OK, so you may not get the job – but with our interview expenses reimbursement template, you'll get your travel expenses back at least!

• You may want to call to share your bank details, but you have the option!

4. Reimbursement request email for lost or damaged items

Requesting reimbursement for lost or damaged items isn't easy. You need to prove you owned the items, describe the loss or damage, and push for payment.

In this example, we're claiming for damage to a phone. We include the contract as proof of purchase and images of the damage. We mention the insurance policy we have and our preferred method of compensation.

Be prepared to answer questions and offer more information, but keep going!

• Bullet points are a helpful way to provide lots of detail.

5. Sample email for reimbursement of medical expenses

Claiming repayment for medical expenses is familiar to our US cousins, and there are strict rules. Start by providing details of your insurance policy and coverage.

Next, you'll need to make a clear request for reimbursement and provide details of all medical expenses. Including receipts and details of all parties involved is critical to ensure rapid repayment.

Get well soon!

6. Request for reimbursement of advance payment email

In some cases, such as buying a travel ticket or equipment for work, you may request advance payment.

First, you'll need to provide a clear and convincing claim why you should receive an advance payment.

After this justification, you must confirm the agreement (including what's being paid for, when, and why). Finally, you'll want to set out any conditions for payment.

7. Follow-up email for reimbursement status

Sometimes (sadly) reimbursement emails aren't processed and paid. Often, they can be ignored as they're not usually a priority. If this happens, this follow-up email is for you.

It pays (literally!) to be polite and request the reimbursement status. After that, hit them up with a request for payment confirmation. Finally, request that they send an update and provide you with a deadline for payment.

Expense reimbursement email template

The samples above are great examples of how to create reliable reimbursement emails, but if they don't hit the spot, use this template. This template is entirely customizable, so just cut and paste the bits you need, and bin the rest. Here's how it works...

The template works through each part of the professional and formal format. It begins with some introduction and background, then goes straight in with a request for reimbursement.

Subsequent steps include details of expenses and a justification for reimbursement. We've also added all vital information and attachments, like invoices, receipts, and payment confirmations.

There's a professional closing and a clear call to action!

• Add details

Send reimbursement emails using Flowrite

If you're struggling with writing emails or want to get to inbox zero, Flowrite is your best help.

We developed an artificial intelligence tool that writes your emails for you, like this:

Final words on reimbursement emails

You should be bossing cashback claims by now, but we'll summarise the key tips for effective reimbursement emails.

Understand and follow the format, including introductions, information, and attachments. Always understand the rules around reimbursement, and follow them.

If we're owed money, we tend to get pushy – but we must always stay polite and professional. So focus on striking the right tone and take your time. It will pay off in the end!

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August 9, 2019

Government-Sponsored Travel Rules for the Executive Branch

By Caralyn Esser and Craig Holman

Read the .PDF of Government-Sponsored Travel Rules for the Executive Branch

Executive employees who travel on official government business financed by government sources are participating in “official travel.” (“Officially-connected travel” is when employees travel on officially-related business funded by private sources.)

Official Travel Authority [i]

In the executive branch, official travel, including use of government property (41 C.F.R.), use of government vehicles (31 U.S.C. §1344), and gifts of travel from non-federal entities (31 U.S.C. §1353), is administered by the General Services Administration (GSA) and the Office of Government Ethics (OGE). Specifically, the OGE oversees ethics and agency §1353 reports for official travel. The Department of Justice (DOJ), U.S. Attorneys’ Offices, and agency Inspectors General also have enforcement authority. Additionally, individual executive agencies may have their own statutory authority and supplemental regulations.

Official Travel Expenses [ii]

In general, employees must acquire advance agency authorization for official travel expenses. (The approval may be written or electronic.) If advance authorization is not possible or practical, employees may still receive specific approval after the trip. However, advance written or electronic authorization is required for reduced group or charter rates, reduced per diem rates, reimbursement from non-federal sources, and reimbursement for conference-related expenses. [iii]

The agency may only cover the cost of essential expenses for official business, such as transportation, per diem, miscellaneous, and special-needs expenses. [iv] When it comes to incurring official travel expenses, the standard of care for executive employees traveling on official business should be equivalent to the standard of care for prudent people traveling on personal business. [v] Employees are responsible for the travel expenses over the reimbursement limits, such as delays, circuitous routes, luxury lodgings, or services unnecessary or unjustified in the performance of official business. [vi]

Employees must receive advance authorization or specific approval for:

• First-class or business-class common carrier tickets.
• Extra-fare train tickets.
• Foreign aircraft travel.
• Government aircraft travel.
• Travel by ship.
• Travel by rental car.
• Cash payments for common carriers.
• Any payments for actual expenses.
• Foreign travel expenses.
• Emergency travel expenses.
• Transportation expenses for threatened law enforcement and investigative employees and their families.
• Reduced group or charter rates.
• Reduced per diem rates.
• Reimbursement from non-federal sources for travel expenses.
• Reimbursement for conference-related expenses.
• Payment of full meals and incidental expense rates due to an employee’s medical requirements or religious beliefs if a meal(s) is furnished by the Government or is included in the registration fee. [vii]

Transportation Expenses [viii]

On local as well as other official travel, [ix] employees may receive reimbursement for transportation expenses such as fares, rental fees, and mileage payments. [x] The agency may authorize transportation by common carrier (airline, train, bus, ship, or local transit system), government vehicle, privately-owned vehicle, or special vehicle (taxi or commercial automobile). [xi]

When considering transportation, the agency chooses the fastest practical option commensurate with the nature and purpose of the official business. It also calculates energy conservation, total cost (actual transportation costs, per diem costs, overtime expenses, and lost time from work), total distance, number of stops, and number of travelers. [xii] The agency assumes that common carriers and government automobiles (when employees must travel by car) are the most advantageous, so employees should travel by common carrier when reasonably available. [xiii] Employees who do not travel by the transport required by regulation or chosen by the agency are responsible for any additional expenses. [xiv]

Unless the agency approves a different route as officially necessary, employees must travel by the usual route. [xv] Employees who travel by an indirect route or interrupt a direct route for personal convenience may receive reimbursement equivalent to the cost of traveling by the direct, uninterrupted route and personally pay for any additional expenses. [xvi]

Airlines: Contract City-Pair Fares  

In general, civilian employees of executive agencies must always use contract city-pair fares for official airline travel. [xvii] However, employees may never use a contract carrier for personal travel. [xviii] The GSA posts a list of contract city-pair fares at https://cpsearch.fas.gsa.gov/cpsearch/search.do. Employees who know that they need to change or cancel their reservations must take action and report the changes according to the policy of their agency or cover the cost of the losses. [xix] Employees must also cover the additional costs and penalties of choosing a non-contract carrier without authorization. [xx]

In order to approve a non-contract carrier, the agency must conclude that the non-contract carrier is practical and cost-effective (not that the employee prefers one carrier over another). [xxi] The agency may authorize non-contract-city-pair fares when:

• Contract carrier seats are not available.
• Flying by contract carrier requires employees to incur overnight lodging expenses and increase the total cost of the trip.
• Flying by contract carrier requires employees to fly outside of normal work hours (only if this is against explicit agency/department policy).
• A non-contract carrier offers a lower fare than a contract carrier to the general public , which lowers the total cost of the trip. Employees may not choose the non-contract option when the contract fare is equal to the non-contract fare, or when the non-contract fare is offered only to travelers on official government and military business and may be purchased only with a contractor-issued charge card, centrally-billed account (YDG, MDG, QDG, VDG, etc.), or Government Travel Regulation (GTR).
• A rail service offers a cost-effective, acceptable, and available alternative.
• The contract carrier contains a smoking section, and it is unacceptable for the employee to sit in the nonsmoking section.
• Employees are traveling in a group of 10 or more on the same day, flight, and for the same mission requiring group integrity and identified as a group by the travel management. In this case, the agency must choose a practical and cost-effective aircraft service [xxii] according to the requirements of Office of Management and Budget (OMB) Circular A-126 and 41 CFR, Part 101-37. One option is the reduced group or charter fare. Chartered aircraft are subject to the same rules as government aircraft (see “Government Aircraft”). [xxiii]

Some executive employees may not choose the contract city-pair option. Employees of the Government of the District of Columbia, except the District of Columbia Courts, are not eligible for contract city-pair fares  (even though these D.C. Government employees may be covered by the Federal Travel Regulation). [xxiv] Additionally, contractors are not approved for contract city-pair fares under their contracts. [xxv] Before an employee can purchase non-contract fare, they must show approval on their travel authorizations, reasonably believe that they will take the travel based on their plan for the trip (if the fare is non-refundable, restricted, or contains certain eligibility requirements), and their agency must determine that the proposed non-contract transportation is practical and cost effective for the Government. [xxvi]

When given a choice, employees should always choose the cheaper fare. For example, if the contract city-pair carrier offers both unrestricted coach class contract fare (YCA) and lower-cost capacity-controlled coach class contract fare (MCA, QCA, VCA, etc.), employees should choose the lower-cost fare when it is acceptable and available. [xxvii] Additionally, if contract carrier service is not available, and two non-contract carriers offer the same service at different prices, employees must choose the lower-cost service unless the agency concludes that the higher-cost service is more advantageous. [xxviii]

In the executive branch, most official travel fares are agency property. Employees must submit unused Government Transportation Requests (GTR), unused tickets, unused e-tickets, and refund applications to the agency according to its procedures. [xxix] (Employees must make sure that the carrier names the Treasurer of the United States as payee). [xxx] Additionally, employees may not receive refunds, credits, or other compensation for tickets issued in exchange for GTRs or billed to the agency’s centrally-billed account; however, employees may receive charges billed to their individually-billed government charge cards as credits to their accounts. [xxxi] The exception to the rule is compensation for volunteering to vacate one’s seat. Employees may accept compensation for voluntarily vacating their seats if it does not interfere with their official responsibilities, if they pay the additional travel expenses, and if they take annual leave for additional travel time during duty hours. [xxxii]

Airlines: Coach Class Flights

In general, employees must fly coach class at government expense on both local and international official travel. [xxxiii] However, employees may upgrade to first class or business class at personal expense, including by using their frequent flyer miles. [xxxiv] Employees may only fly first or business class at government expense with the specific authorization of the agency. The agency may approve first class accommodations when:

• Coach and business class accommodations are not “reasonably available.” This means that no coach or business class accommodations are scheduled within 24 hours of the employees’ arrival or departure.
• Employees have a disability or other special need for first-class travel. The special need must be confirmed in writing by a competent medical authority according to the procedures of the agency (See “Special-Needs Expenses”). Note that if the agency approves a first-class flight for an employee who requires an attendant en route, it may also approve a first-class flight for the attendant.
• Exceptional security circumstances require first-class airline accommodations.
• Not flying first class would risk employees’ lives or government property.
• Agents must protect a person flying first class.
• Couriers or control officers must carry a controlled pouch or package.
• A first-class flight is an agency mission requirement. [xxxv]

Additionally, the agency may approve business class accommodations for the reasons above, as well as when:

• Coach class accommodations are not available, even with connections. In this case, employees should state that the airline offers only other than coach-class accommodations on the travel voucher.
• Employees have a disability or other special need for business-class travel.
• Exceptional security circumstances require business-class airline accommodations.
• Coach class accommodations on an authorized foreign flight do not adhere to adequate standards of health or sanitation.
• Flying business class cuts total cost by circumventing additional subsistence costs, overtime, or lost productive time while awaiting coach-class accommodations.
• Flying business class is fully financed by a non-federal source in compliance with Federal Travel Regulation, Chapter 304.
• The departure and/or destination are outside of the continental United States (CONUS), and the scheduled flight time is longer than 14 hours, including connections and plane changes. However, if employees fly business class under this exception, they are not eligible for a rest stop en route or a rest period after arriving at the duty site.
• No space is available in coach-class accommodations in time to accomplish the mission, which is urgent and cannot be postponed.
• A business-class flight is an agency mission requirement. [xxxvi]

Airlines: U.S. Flag Air Carriers

In general, the Fly America Act (49 U.S.C. 40118) mandates that employees use U.S. flag air carrier service for all air travel financed by the U.S. government. [xxxvii] U.S. flag air carrier service is offered on air carriers certified under 49 U.S.C. 41102 and authorized by either the carrier’s certificate or the government’s regulations and exemptions. [xxxviii] U.S. flag carrier service does not include service on foreign carriers with operating permits. [xxxix] However, it incorporates service under code share agreements with foreign carriers when the tickets contain the designator codes and flight numbers of U.S. flag carriers in accordance with the Code of Federal Regulations (Title 14). [xl]

Additionally, the Fly America Act makes employees use U.S. flag carriers for most foreign travel. For direct flights between the United States and a foreign country, employees must use U.S. flag carriers unless they increase their travel time by at least 24 hours, including delay at departure. [xli] For indirect flights between the United States and a foreign country, as well as flights between foreign countries, employees must use U.S. flag carriers unless they increase the number of overseas aircraft changes by at least 2, hours of overseas connections by at least 4, or hours of travel by at least 6. [xlii] [xliii]

However, there are exceptions to the rules. Although employees may not use foreign carriers when they are simply cheaper [xliv] or more convenient, [xlv] employees may use foreign carriers when:

• Flying by foreign carrier is a “matter of necessity.” This means that a U.S. flag carrier is available, but it cannot provide the transportation or accomplish the mission. For example, a U.S. flag carrier may not have the correct class of ticket. Additionally, the agency may conclude that a foreign carrier can reduce the travel time for someone seeking medical attention. Finally, the agency may approve a foreign air carrier to avoid an unreasonable safety risk, such as a terrorist threat. In this case, the agency must provide case-by-case, written authorization supported by either a travel advisory notice from the Federal Aviation Administration and Department of State or evidence of the threats against the travelers. [xlvi]
• Travel is provided under an air transportation agreement between the United States and a foreign government. The Department of Transportation must determine that the travel follows the Fly America Act.
• Travel is paid for with appropriated funds from the Department of State, United States Information Agency, United States International Development Cooperation Agency, or Arms Control Disarmament Agency. The travel must be between two places outside of the United States, and the employees must be officers or employees of one of the agencies listed above.
• Travel is fully reimbursed by a third party, such as a foreign government or international agency.
• A U.S. flag carrier does not provide service for part of the route. Employees may only fly by foreign carrier along the usual route to the nearest connection with a U.S. flag carrier.
• A U.S. flag carrier involuntarily reroutes the flight to a foreign carrier.
• The foreign carrier travel time is no longer than 3 hours, while the U.S. flag carrier travel time is at least twice as long. [xlvii]

In order to receive reimbursement for foreign carrier service, employees must submit foreign carrier certification, as well as any other forms required by the agency. [xlviii] The certification should include the name of the employee, date(s) of travel, departure and destination of travel, and detailed itinerary of travel, including air carrier name and flight number for every part of the trip. The certification should also include either an explanation that the employee met one of the exceptions or a copy of the agency’s written approval that the foreign carrier service was a “matter of necessity.” [xlix]

According to government regulations, employees must not receive reimbursement for flying by foreign carrier without agency authorization or improper use under regulations. However, employees may not have to forfeit the entire expense of the travel if the foreign carrier was approved for a portion of the trip. In addition, each agency must establish its own restrictions on reimbursements for unauthorized or improper use of foreign carrier travel under regulations. [l]

In general, employees must choose coach class train travel. [li] To promote passenger security and other government interests, the agency may authorize extra-fare train travel (train travel with faster speeds and/or fewer stops) under the same exceptions to the rules as for airlines (See “Airlines: Coach Class Flights”). [lii] [liii]

Most of the time, employees must use lowest first-class ship travel. The exceptions to the rules are the same as for trains and airlines (See “Airlines: Coach Class Flights”). [liv] Additionally, employees must use U.S. flag ships when available and acceptable for the requirements of the mission. [lv] Employees are responsible for the additional expense of unauthorized foreign ship travel. [lvi]

Local Transit Systems

Employees may travel by local transit system (bus, subway, or streetcar) to or from their residence or other authorized place of departure or return, and to or from their residence to their office on the day they depart or return the official station on official TDY that requires at least one night’s lodging. At temporary duty (TDY) stations, employees may also travel to and from living and dining places (if they cannot eat on-site). However, employees must choose the closest dining places and explain the travel on their vouchers. [lvii]

Government Aircraft

Unlike common carrier aircraft, government aircraft are subsidized with taxpayer dollars. Consequently, the agency may only approve government aircraft when they are the most cost-effective means of transportation. [lviii] In general, the aircraft management office requires trip-by-trip written advance authorization from the agency’s senior legal official or principal deputy in accordance with the agency’s written policy on government aircraft. [lix] [lx] Employees who use government aircraft without agency authorization are responsible not only for the additional transportation costs, but also the added administrative costs and criminal liabilities for misuse of government property. [lxi]

However, there are exceptions to the rules on written requirements. Before-the fact verbal approval and after-the-fact written authorization is acceptable in emergencies. [lxii] Additionally, the President, the president may issue a blanket approval for an agency head, and an agency head may issue a blanket authorization for an employee. A blanket approval by an agency head should also include a written explanation. [lxiii]

Employees may use government aircraft for official, political, or personal required-use travel. On required-use trips, government aircraft may be required for 24-hour secure communications (“bona fide” communications), security threats (“clear and present danger”), and national emergencies or other compelling operational considerations. [lxiv] Additionally, employees may use government aircraft for official travel when a commercial aircraft is not reasonably available within 24 hours of arrival or departure (or less time under certain circumstances), or when the cost of a government flight is less than the cost of a city-pair fare (or lowest coach fare if a city-pair fare is not available). When choosing between government and commercial travel, the agency should consider the cost of lost work, etc., which is available in the GSA’s “U.S. Government Aircraft Cost Accounting Guide” via email request or at the General Services Administration, Office of Governmentwide Policy, MTA, 1800 F Street, N.W., Washington, DC 20405. [lxv]

After a government aircraft is scheduled for official travel, the government may authorize individual travel on a space-available basis. Space may be available for executive employees, as well as government employees and their families at isolated posts that lack airlines. [lxvi] Additionally, the Secretary of Defense may approve space-available travel on Department of Defense (DOD) aircraft for members of Congress, other officers of the United States government, officials and employees of the Commonwealth of Puerto Rico on official business, and secretaries and supplies of the Armed Services Department of the YMCA. Employees of Congress, the United States government, the Puerto Rican government, the armed forces, the Department of Defense, and the Coast Guard may also invite their families. [lxvii] However, additional passengers should not require aircraft upgrades or added costs, except for minor ones. [lxviii] [lxix]

Executive employees on official trips, government employees at isolated posts, the families of government employees, and the travelers authorized by the DOD do not have to pay for government aircraft. However, executive employees on completely or partly political or personal trips must reimburse the government for the cost of the coach class ticket that they “saved” on the government aircraft, except if other laws or regulations, such as 11 CFR 106.3, ‘‘Allocation of Expenses between Campaign and Non-campaign Related Travel,’’ specifies a different amount. For example, if employees use a government aircraft for a 100% personal trip, then they must reimburse the government for the cost of a coach class ticket for the entire trip. Additionally, the personal or political part of the trip should not increase the total cost of the trip to the government, except in the case of required-use travel. [lxx]

Only senior federal officials and nonfederal travelers are required to report government aircraft trips. (It does not matter whether they fly as passengers, crewmembers, or qualified non-crewmembers.) The agency must report the trip to the GSA, and both the agency that owns or charters the aircraft and the agency that authorizes the travel must respond to written requests for records under the Freedom of Information Act (5 U.S.C. 552). If the trip is classified, the agency is still required to save the records, but it does not have to report them to the GSA or disclose them to the public. [lxxi] [lxxii]

Government Automobiles

In order to operate a government automobile, the agency must issue a specific travel authorization. The employee must also possess a valid State, District of Columbia, or territorial motor vehicle operator’s license. [lxxiii] Employees may only use government automobiles for official travel, including transportation between official business places, living places (when public transportation is impractical or unavailable), and places that promote the “sustenance, comfort, or health” of the employee and the “efficient performance of Government business,” such as restaurants, barber shops, Laundromats, drug stores, and places of worship. Under 31 U.S.C. 1344, the agency may also authorize additional government automobile travel. [lxxiv]

Privately-Owned Vehicles (POVs)

With agency approval, employees may take official trips on POVs [lxxv] and receive government reimbursement for the distance multiplied by the mileage rate. The mileage rates are published in an FTR bulletin and are also displayed on GSA’s Web site (http://www.gsa.gov/mileage). [lxxvi]   To determine the distance, employees should check their standard mileage guides or odometers when traveling by car or motorcycle, and their Federal Aviation Administration (FAA) charts when traveling by airplane. If employees change their flight plans to circumvent bad weather or technical difficulties and cannot determine the new distance from the FAA charts, they may also use the formula of flight time times cruising speed. In this case, employees may receive reimbursement for additional air mileage, but they must include an explanation in their travel claim. [lxxvii]

Additionally, employees may receive reimbursement for parking, ferry, bridge, road, and tunnel fees for motorcycles and automobiles, as well as parking, landing, and tie-down fees for airplanes. However, employees may not receive reimbursement for repairs, replacements, antifreeze, gas, grease, oil, towing, tax, insurance, and depreciation. [lxxviii] When employees travel to or from a transportation terminal on a POV, they may be reimbursed for the distance multiplied by the mileage rate plus other allowable costs for round-trip travel on the beginning and/or ending of travel between the points involved, [lxxix] as well as the parking fee not exceeding the cost of taking a taxi. [lxxx] One employee may volunteer to transport another employee in his or her POV without affecting his or her reimbursement, even if the other passenger helps pay the operating expenses. [lxxxi] [lxxxii]

In general, employees who opt to travel by POV instead of the transportation authorized by the agency may be reimbursed for the distance times the mileage plus per diem or additional expenses, not exceeding the cost of the agency-approved transportation. When the agency authorizes a common carrier, expenses include per diems, [lxxxiii] and when the agency approves a special vehicle, expenses include parking, bridge, road, and tunnel fees. [lxxxiv]

Employees who have agency approval to use government automobiles but select to use POVs may be reimbursed based on a constructive mileage rate limited to the cost that would be incurred for use of a Government automobile. This rate will be published in an FTR bulletin available at http://www.gsa.gov/ftr . If the agency determines the cost of providing a GOA would be higher because of unusual circumstances, it may allow reimbursement not to exceed the mileage rate for a privately-owned automobile (POA). Employees may also be reimbursed for other allowable expenses previously mentioned such as parking, bridge, road, and tunnel fees. [lxxxv]

Special Conveyances  

When employees use special conveyances for official travel, they may receive reimbursement for actual, necessary expenses including, but not limited to:

• Refilling the gas and oil.
• Renting a garage, hangar, or boathouse.
• Feeding and stabling a horse.
• Paying the per diem expenses of a driver.
• Paying the ferry, toll, and other fees. [lxxxvi]

Taxis, Shuttles, and Courtesy Transportation

For local official travel, the agency may cover the cost of fares and tips for taxis, shuttles, and other courtesy transportation. The agency’s first choice of transportation between transportation terminals and hotels/motels is courtesy transportation. However, employees may take taxis between business and living places when arriving or departing on official trips, as well as when traveling to or from an official TDY assignment that required at least one night’s lodging. Additionally, at official duty stations, the agency may authorize taxi or shuttle travel between two places of business, as well as between transportation terminals and business places, living places, and shuttle terminals. At TDY stations, employees may also take taxis and shuttles to and from living and dining places (if they cannot eat on-site). The agency may cap the reimbursement rate for taxi travel when government vehicles, common carriers, or courtesy shuttles are available. [lxxxvii]

Rental Automobiles  

With the specific approval of the agency, employees may receive reimbursement for using rental vehicles for official travel. [lxxxviii] In general, employees may not be reimbursed for collision damage waivers (CDW), theft insurance, or personal accident insurance in the CONUS because the government is self-insured; when employees rent vehicles through the government, they automatically receive insurance, including complete deductible coverage, for official travel. [lxxxix] [xc] However, employees may be reimbursed for CDW and theft insurance outside of the CONUS because the rental or leasing agency requirements, foreign statute, or legal procedures could cause extreme difficulty for an employee involved in an accident. [xci] The additional expenses of using rental vehicles for unofficial travel are the employees’ responsibility. [xcii]

Per Diem and Actual Expense Travel Allowances [xciii]

On official travel that lasts longer than 12 hours, employees who take official trips and incur per diem expenses are eligible for a per diem or actual expense travel allowance. [xciv] To calculate the per diem reimbursement rate, the agency may employ the lodgings-plus per diem method, reduced per diem method, conference lodging allowance method, or actual expense method. [xcv]

For official travel in the CONUS, the reimbursement rates are established by the GSA. The per diem rates are available at http://www.gsa.gov/perdiem , and the actual expense rates are accessible at 41 CFR 301-11.303 and 301-11.305. For non-foreign official travel, reimbursements are decided by the Department of Defense’s Per Diem, Travel, and Transportation Allowance Committee (PDTATAC) and posted at http://www.dtic.mil/perdiem . For foreign official travel, reimbursements are determined by the Department of State and published in the per diem supplement to the Department of State Standardized Regulations, Section 925. [xcvi]

Miscellaneous Expenses [xcvii]

With the approval of the agency, employees may receive reimbursement for necessary and official general, financial fee, and special foreign travel expenses. Miscellaneous expenses include, but are not limited to:

General Expenses

• Baggage expenses, including authorized excess, checking, transfer, and storage charges, as well as charges/tips for carrying government goods through transportation terminals. [xcviii]
• Lodging taxes, resort fees, and non-optional energy surcharges.
• Laundry, cleaning, and pressing charges.
• Storage charges for official equipment.
• Hiring charges for conference center rooms and hotel rooms.
• Service charges for official telephone calls, faxes, telegrams, cablegrams, radiograms, computers, printers, faxes, and scanners. For commercial communications, employees should only use commercial services if government services are not available.
• Services of an attendant to accommodate a special need.
• Typist, data processor, stenographer, guide, interpreter, and driver services, as well as attendant services for employees with special needs.
• Energy surcharge and lodging resort fee(s) (when such fee(s) is/are not optional).

Financial Fees

• Travelers check fees.
• Money order fees.
• Certified check fees.
• ATM fees for government contractor-issued charge cards.

Special Foreign Travel Expenses

• Passport and visa fees.
• Passport and visa photograph fees.
• Foreign country exit fees.
• Foreign currency conversion commissions.
• Birth, health, and identity certificate costs.
• Inoculation charges (if the vaccine is not available at a federal dispensary). [xcix]  

Special-Needs Expenses [c]

If an employee has a special physical need, he or she may receive reimbursement for additional travel expenses from his or her agency. [ci] (The need must be either clearly visible or confirmed in writing by a competent medical authority. [cii] ) Reimbursable expenses include, but are not limited to:

• Special duty station transportation.
• Special common carrier services.
• Baggage-handling expenses.
• Wheelchair rental and transportation expenses.
• Other than coach-class accommodations.
• Transportation and per diem expenses for a family member or attendant.
• Service expenses for an attendant.

The restrictions on the reimbursements for attendants are available in 5 U.S.C. 3102. Additional guidelines on special needs are accessible at the website of the Office of Personnel Management at https://www.opm.gov/policy-data-oversight/disability-employment/faqs/ . [ciii]

Executive Official Travel References

10 U.S.C. 4744, Renumbered 2648.

http://www.gpoaccess.gov/uscode/index.html

U.S. Office of Government Ethics.

U.S. Government Entities with Ethics/Conduct-Related Authority.

http://www.usoge.gov/pages/forms_pubs_otherdocs/fpo_files/other_docs/odrelated_96.pdf

Federal Travel Regulation §301-2.

General Rules for Temporary Duty (TDY) Travel Allowances.

http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-16524&specialContentType=FTR&file=FTR/Chapter301p002.html#wp1166601

Federal Travel Regulation §301-10.

Transportation Expenses.

http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-16524&specialContentType=FTR&file=FTR/Chapter301p010.html#wp1201972

Federal Travel Regulation §301-11.

Per Diem Expenses.

http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-16524&specialContentType=FTR&file=FTR/Chapter301p011.html#wp1089470

Federal Travel Regulation §301-12.

Miscellaneous Expenses.

http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-16524&specialContentType=FTR&file=FTR/Chapter301p012.html#wp1090584

Federal Travel Regulation §301-13.

Travel of an Employee with Special Needs.

http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-16524&specialContentType=FTR&file=FTR/Chapter301p013.html#wp1090713

Source : Xenia Tashlitsky

215 Pennsylvania Avenue, SE

Washington, D.C. 20003

[email protected]

July 24, 2007

Updated : Caralyn Esser

[email protected]

May 28, 2019

Making Government Work

Protecting Democracy : Ethics & Lobbying Reform , Money in Politics

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• Email Letter to Request Travelling Allowance

Email 1: Request for Travelling Allowance for Business Trip

Subject: Request for Travelling Allowance for Business Trip

Dear [Manager's Name],

I am writing to request for reimbursement of travel expenses incurred during my recent business trip to [destination]. As per the company's policy, employees are eligible for reimbursement of travel expenses when travelling for business purposes.

I have attached the receipts for airfare, hotel accommodation, meals, and transportation for your reference. The total expenses incurred during my trip amount to [amount]. I would appreciate if you could approve my request for reimbursement of these expenses.

Thank you for your attention to this matter.

[Your Name]

Email 2: Request for Travelling Allowance for Job Interview

Subject: Request for Travelling Allowance for Job Interview

Dear [HR Manager's Name],

I am writing to request for reimbursement of travel expenses incurred during my recent job interview for the position of [position] at your company. I appreciate the opportunity to interview for the position, but I had to travel from [location] to [destination] for the interview.

Email 3: Request for Travelling Allowance for Conference

Subject: Request for Travelling Allowance for Conference

I am writing to request for reimbursement of travel expenses incurred during my recent attendance at [conference name] held at [destination]. As per the company's policy, employees are eligible for reimbursement of travel expenses when attending conferences.

Email 4: Request for Travelling Allowance for Training

Subject: Request for Travelling Allowance for Training

I am writing to request for reimbursement of travel expenses incurred during my recent training program at [location]. As per the company's policy, employees are eligible for reimbursement of travel expenses when attending training programs.

Email 5: Request for Travelling Allowance for Sales Visit

Subject: Request for Travelling Allowance for Sales Visit

I am writing to request for reimbursement of travel expenses incurred during my recent sales visit to [customer name] at [location]. As per the company's policy, employees are eligible for reimbursement of travel expenses when visiting customers for sales purposes.

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US restricts travel of embassy workers in Israel as Iran retaliation looms

Editor's Note: This page is a summary of news on the Israel-Hamas war for Thursday, April 11. For the latest news on the conflict in the Middle East, view our story for Friday, April 12 .

The U.S. State Department issued a security alert Thursday for its personnel and their families in Israel, limiting where they can go amid increased concerns of an Iranian attack.

“Out of an abundance of caution, U.S. government employees and their family members are restricted from personal travel outside the greater Tel Aviv (including Herzliya, Netanya, and Even Yehuda), Jerusalem, and Be’er Sheva areas until further notice,’’ the alert says. “U.S. government personnel are authorized to transit between these three areas for personal travel.’’

There’s no reference in the alert to an impending Iranian strike, but Tehran has signaled it will retaliate for the April 1 assault on its consulate in Damascus, which killed seven senior Iranian military officers. Israel is widely believed to have launched that attack, although it has not claimed responsibility.

Secretary of State Antony Blinken reached out in the last day to the foreign ministers of China, Saudi Arabia and Turkey “to make clear that escalation is not in anyone’s interest and that countries should urge Iran not to escalate,” State Department spokesman Matthew Miller told reporters Thursday.

With the Israel-Hamas war still raging past the six-month mark, the U.S. embassy in Jerusalem is also urging American citizens to be mindful of the risks of traveling to Israel, the West Bank and Gaza, warning against visiting the embattled Palestinian territory.

“The security environment remains complex and can change quickly depending on the political situation and recent events,’’ the alert says.

Israel to 'flood Gaza with aid': War of words with Iran also heats up

Developments:

∎ Thousands of ultra-Orthodox Jews demonstrated near a Jerusalem enlistment office, protesting a recent court ruling that means "Haredim" men will be drafted for the first time since Israel was founded in 1948.

∎ Israel is prepared for military confrontations beyond Gaza, Prime Minister Benjamin Netanyahu said Thursday, amid concern that Iran was getting ready to strike Israel. "Whoever harms us, we will harm them," he said.

∎ The Israel Defense Forces said it began a "precise, intelligence-based operation to strike terrorist infrastructure and eliminate operatives in central Gaza'' overnight into Thursday.

∎ Russia urged countries in the Middle East to show restraint to avoid "complete destabilization" of the region. Russia also warned its citizens against traveling to the Middle East.

Iran says it must punish Israel because UN didn't condemn embassy attack

Tehran must retaliate for the deadly attack on its consular compound in Damascus last week because the U.N. Security Council failed to condemn the strike or take any action against Israel, Iran’s U.N. mission said in a statement posted Thursday on the X platform.

“Had the U.N. Security Council condemned the Zionist regime’s reprehensible act of aggression on our diplomatic premises in Damascus and subsequently brought to justice its perpetrators, the imperative for Iran to punish this rogue regime might have been obviated,” the statement said.

Despite its threats, Iran has indicated to the U.S. through an intermediary that it will respond in a manner that avoids an escalation of hostilities with Israel and wouldn’t rush into it, Reuters reported. The U.S. has maintained it was not involved in or given advance notice of the attack.

Israel has neither confirmed nor denied responsibility for the April 1 attack on an Iranian consulate annex building adjacent to the Iranian embassy in Syria that killed seven high-ranking Iranian military officers, including Gen. Mohammad Reza Zahedi of the elite Quds Force. Tensions between the nations have increased, and Iran’s supreme leader, Ayatollah Ali Khamenei, warned Wednesday that “the evil regime made a mistake and must be punished.”

The top U.S. commander for the Middle East reportedly arrived in Israel on Thursday for meetings with Israeli Defense Minister Yoav Gallant and other senior defense officials to discuss an anticipated military response from Iran,  Haaretz.com  reported. Gen. Erik Kurilla’s trip comes a day after Blinken spoke with Gallant and “reiterated the United States’ support for Israel’s security and made clear that the U.S. will stand with Israel against any threats by Iran and its proxies,” the State Department said in a statement.

U.S. Central Command, in an email to USA TODAY, declined to confirm Kurilla’s trip: “We do not discuss flag officer travel for operational security.”

Hamas official says cease-fire needed to account for hostages

A senior Hamas official on Thursday deflected questions from journalists concerning fears that many hostages could be dead. The possibility gained traction after Hamas said it was not sure it could provide 40 living Israeli civilian captives as part of a cease-fire proposal. Dr. Basem Naim, a member of political bureau of Hamas, said a cease-fire agreement is needed to provide time and safety to collect information on the captured Israelis. They are held in different places by different militant groups − and some are "under the rubble, killed with our own people" and heavy equipment is required to find them, he said.

No one is asking about the thousands of Palestinians kidnapped by Israel since the Hamas-led attack Oct. 7 that ignited the war, he said.

"The most outrageous is the repeated questions regarding the hostages in Gaza, how many alive or dead, does Hamas rejected the proposal because it can’t release 40 hostages in the first phase, etc ..." he said in a statement posted on Telegram. "The lives of their people aren’t more precious than ours."

UNICEF aid convoy hit with gunfire, turned back from Gaza

A UNICEF convoy was hit by gunfire Wednesday as it tried to deliver aid to northern Gaza, the latest in a series of violent obstructions faced by aid workers in the enclave.

"The incident has been raised with relevant Israeli authorities," UNICEF said in a statement. "Sadly, humanitarians continue to face risks in delivering lifesaving aid."

The incident occurred nine days after a World Central Kitchen aid convoy was attacked by Israeli rockets, killing seven workers − and the same day Israel promised to greatly increase the flow of humanitarian aid into Gaza. The Israeli military did not immediately respond to a USA TODAY request for comment on the incident.

UNICEF spokesperson Tess Ingram told Al Jazeera she was in one of the vehicles at a “holding point” area at a checkpoint. She said three rounds hit the car where she was sitting. The mission had been authorized and the Israeli authorities knew about the convoy, Ingram said. After the shooting, Israeli authorities continued to delay the convoy and it eventually was forced to return to Rafah.

“So those life-saving supplies never made it to the children in northern Gaza,” Ingram said.

Israeli commander pitches aid plan to Red Cross, other agencies

Israel's Southern Command chief, Major General Yaron Finkelman, met with representatives of U.N. agencies, the Red Cross, IMC, USAID and the American Humanitarian Coordinator as part of "increasing coordination and cooperation on the issue of humanitarian aid to the Gaza Strip," the Israeli military announced.

The meeting comes as Israel announced plans to greatly increase access to humanitarian aid for Gaza residents. Plans include a new border crossing designed make it easier to bring humanitarian supplies from overseas and from Jordan to the east.

“These breakthroughs have a direct impact on the flow of aid – we plan to flood Gaza with aid," Gallant said. "It will also streamline security checks and strengthen our work with international partners.”

Contributing: Reuters

Fani Willis ‘Inconsistencies’ Found by DOJ: Spokesperson

Friends Read Free

Fulton County District Attorney Fani Willis was asked by the Department of Justice (DOJ) to resolve “inconsistencies” in how her office reports federal funding, a spokesperson for the federal department said this week.

Earlier this year, reports emerged that a former Fulton County employee revealed that some federal funding that was sent to the office was used for different expenses, which is now being probed by House Republicans. It comes as Ms. Willis continues to work on a case targeting former President Donald Trump and more than a dozen others for an alleged scheme to illegally overturn the 2020 election results in Georgia.

Now, the DOJ, in a statement issued this week, confirmed that it had discovered inconsistencies in how Ms. Willis’s office reported that grant money and that the agency is now working to receive the correct reports.

The Epoch Times has sent multiple requests for comment to the DOJ and the DOJ’s Office of Justice Programs. Ms. Willis’s office has not returned a request for comment.  Ms. Willis has not yet publicly responded to the DOJ’s statement.

“Now the Department of Justice is looking into this. All kinds of problems with Fani Willis and this ridiculous investigation she’s run on President Trump and others,” Mr. Jordan said.

“Instead of using these federal grant funds for the intended purpose of helping at-risk youths, your office sought to use the grant funds to ‘get Macbooks … swag … [and] use it for travel,’” the letter added. “Moreover, the whistleblower’s direct supervisor stated that these planned expenditures ‘were part of [your] vision.’”

It also stipulated that the former employee’s job was “abruptly terminated” after speaking about the alleged funding misuse and was “escorted out of her office by seven armed investigators.”

The judge found that there wasn’t enough evidence to support claims of a conflict of interest but asserted that an “odor of mendacity” remains, asking either Ms. Willis to step down or for Mr. Wade to step down. Hours after the ruling, Mr. Wade left the team, allowing Ms. Willis to remain on the case.

Earlier this week, the district attorney’s office this week asked a Georgia appeals court not to consider President Trump’s motion to appeal “because the applicants have wholly failed to carry their burden of persuasion.”

“There is simply no trial court error to be found in the decision to deny disqualification,” her office wrote on Monday. “Days of evidence and testimony failed to disclose anything like a calculated pre-trial plan designed to prejudice the defendants or secure their convictions. The applicants have not identified any public statement injecting the District Attorney’s personal belief as to the defendants’ guilt or appealing to the public weighing of evidence.”

“We’re not going to miss or skip a beat because of all the noise or distraction on one case. We’re going to continue to do our work,” she told the outlet.

In the case, President Trump and the remaining co-defendants have pleaded not guilty. The former president has said the case is an attempt to denigrate his chances at being reelected president in November.

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Jacksonville Postal Service Employee Indicted For Stealing From The Mail

Jacksonville, Florida – United States Attorney Roger B. Handberg announces the return of an indictment charging Rekisha Duckworth (43, Jacksonville) with embezzlement of an article contained in the U.S. Mail by a U.S. Postal Service employee. If convicted, Duckworth faces a maximum penalty of five years in federal prison. 

According to the indictment, on March 1, 2023, Duckworth, who was an employee of the U.S. Postal Service, stole from a mail item a retail store gift card and a bracelet. The mail item had come into her possession because it had been sent via U.S. Mail.

An indictment is merely a formal charge that a defendant has committed one or more violations of federal criminal law, and every defendant is presumed innocent unless, and until, proven guilty.

This case was investigated by the United States Postal Service – Office of Inspector General. It will be prosecuted by Assistant United States Attorney Laura Cofer Taylor.

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