Travel Agenda - SOP

Created by Wilson, Lindsey, Modified on Tue, 12 Nov at 1:28 PM by Wilson, Lindsey

SOP – Document Details, Purpose, and Outcome of Travel

General Information
Process Title: Travel Agenda	Department: CSC
Effective Date: 11/10/24	Revised Date: 11/08/24

 1. Introduction 

This Standard Operating Procedure (SOP) defines the process for documenting the details, purpose, and outcomes of business-related travel.

2. Purpose 
The purpose of this SOP is to ensure that business-related travel is properly justified, well-documented, and aligned with organizational goals. It aims to maintain transparency and accountability while supporting effective decision-making regarding travel expenses and resource allocation.

3. Process Flow 

Travel Request and Justification

Initiation: The IM/SSM initiates a travel request by beginning the Travel Agenda template, providing details such as destination, purpose, dates, attendees, and any relevant customer sales information.

Justification: The requester must clearly articulate the business need for the travel, linking it to organizational goals or specific project requirements.

Approval Process

Review: The Travel Agenda is submitted for review and approval by the appropriate manager (e.g., Jenn Baker), who evaluates the necessity and relevance of the travel in relation to business goals.

Authorization: Once the travel request is approved, the IM/SSM receives formal authorization to proceed with booking and arranging the travel.

During Travel: Notes and Completion Reporting

Meeting Notes: During any meetings, the IM/SSM is responsible for taking detailed notes, including key discussions, decisions made, action items (including those of the NAM/RAM, IM/SSM, and/or Customer), and any follow-up required.

After meetings, the IM/SSM should follow up on any action items and provide updates as necessary to relevant parties.

Document Storage

Upon return, the IM/SSM is responsible for copying the link to the Travel Agenda into the Travel Calendar.

It is up to the IM/SSM to add their fill color into the Legend within the spreadsheet.

4. Schedule 

This process is initiated whenever a NAM/RAM requests that an IM/SSM accompany them on work-related travel. 