| ⚙️ Procedure / SOP |
Operations Knowledge Base
Travel Approval Process
BioCommons Approval Process for Travel Requests
| SOP-01 | Last Update: Sep-26 | Reading Time: 6 min | Audience: All Staff / Supervisors |
| PURPOSE This procedure explains how Australian BioCommons travel requests progress through the approval process after a travel request has been submitted through the Freshdesk Service Portal. The process ensures that travel is reviewed by the appropriate Supervisor and Operations approver before booking arrangements are made. |
Before you start
Before submitting a travel request:
- Confirm the purpose and dates of travel.
- Prepare estimated travel costs.
- Confirm the relevant project or funding source.
- Prepare supporting documents where applicable.
- Discuss the proposed travel with your Supervisor.
- Do not make travel bookings before the required approvals have been received.
Step-by-Step Instructions
1. Submit the Travel Request
The traveller submits the Australian BioCommons Travel Request through the Freshdesk Service Portal.
The request should contain all information required to assess the proposed travel.
After submission, Freshdesk creates a ticket and begins the approval workflow.
[PLACEHOLDER SCREENSHOT – Travel Request submission]
2. Supervisor Review
The request is routed to the appropriate Supervisor for the traveller's Division.
The Supervisor reviews the request and selects an approval outcome.
If approved:
The request progresses to Operations approval.
If not approved:
The request is returned to the requester with information about the outcome and any required next steps.
[PLACEHOLDER SCREENSHOT – Supervisor approval]
3. Operations Approval
Following Supervisor approval, the request progresses to the A/Director Operations approval stage.
The approver reviews the travel request, including the purpose, costs, funding information and previous approval.
If approved:
The traveller is notified that the travel has been approved and can proceed to the booking stage.
If not approved:
The request does not progress to booking and the requester is advised accordingly.
[PLACEHOLDER SCREENSHOT – Operations approval]
4. Select Booking Arrangement
Once approval has been completed, the requester confirms how the travel will be booked.
The available options are:
- OPS to book – the request is assigned to the Operations Team for booking.
- Self-book – the requester receives instructions to organise the approved booking.
[PLACEHOLDER SCREENSHOT – Booking Preference]
5. Complete the Travel Arrangement
Follow the instructions provided in the Freshdesk ticket.
Keep relevant booking confirmations, receipts and supporting documentation in accordance with the applicable travel and reimbursement requirements.
| Expected Outcome The travel request has completed the required approval process and the traveller has received confirmation of the approved booking arrangement. |
| Need Help? Chat with our bot or email operations@biocommons.org.au |
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article