How do I request a trip through Emburse Captio?

To request a trip through Captio, go to the Captio web application and click the Travel / Travels section:

In this section, you can request trips and view all your trips: My trips (regardless of their status, trips pending approval, approved and completed; and, if you are a reviewer, you will see two additional sections: pending review and reviewed.  

Clicking Create trip / Create travel opens a pop-up window with several sections to complete based on your travel needs:

• General

Here you can add a reference number (depending on your company’s configuration, this may already be provided by default), a reason for the trip, comments, and the start and end dates.

Requests on behalf of other travelers

Authorized users can manage requests for other employees, facilitating travel organization when another person is responsible for submitting the request. 

Within a travel request, travelers from inside or outside the organization can be selected in the second tab:

• Flights

In this section of the form, you can specify whether you need one or more flights (you will have the option to add a second flight after requesting the first one, and so on).

For each flight, you can specify whether it is a round trip or one-way. You can also select the origin and destination from the drop-down menu.

The ticket type (economy, business, or first class), the flight dates, and the approximate time you would like to travel. 

• Hotel

Add the hotel check-in and check-out dates, the city, the room type (double or single), the meal plan (full board, half board, or breakfast), and the category (1, 2, 3, 4, or 5 stars).

• Train

If you need to book a train ticket, you can specify whether the trip is round trip or one-way, the ticket type, the origin and destination, and the dates.

• Car

If you need to rent a vehicle, you must enter the pickup and drop-off dates, the pickup and drop-off locations, and the category (economy, intermediate, etc.).

• Boat

If you need boat transportation, you must specify whether it is round trip or one-way, the origin and destination, the ticket type (economy or preferred, with or without a cabin, etc.), the departure and arrival dates, and the approximate times. 

You can also add comments to each reservation if needed:

Once you have completed the form with everything you need, click Request approval (at the bottom right) to submit your travel request. 

At this point, you can view the requested trip in the pending section, along with its summary and status—whether it is pending approval or has been rejected. In the i icon, you will find more information about the reasons for the status.

Trips that are still pending review can be edited.

If it has been approved, it will move to the approved section.

What happens once the trip has been requested?

Once your request has been approved by your reviewer, it will be sent to the travel manager or the company’s travel agency.

They will contact you through the usual channel (usually email) to finalize the trip. 

What happens when the trip ends? (only with TRD integration)

If your company has a TRD integration with the agency, you will see a manual expense in your Emburse Captio account (app or web) containing the travel expense data (non-reimbursable), so that you can add it to the trip expense report or to whichever expense report you consider appropriate and submit it for approval. 

This way, your manager and the company will have comprehensive information about your travel expenses. 

FOR REVIEWERS

How do I view trips pending approval?

In the Travel section, you can view trips pending review, reviewed trips, or all trips. If you click Advanced filter, you can filter by date or user.

• Download information in Excel format. You can download Travel information in Excel to facilitate its review and management outside the platform.

   

• Digital signature for public-sector organizations. A new configuration has been added that allows digital signatures to be used when managing Travel requests, adapting to the specific needs of public-sector organizations.