Travel Authorization Form Template for Denmark

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Travel Authorization Form

Document background

The Travel Authorization Form is a crucial document required for managing and approving business travel within Danish organizations. It serves as a formal mechanism for obtaining necessary approvals before undertaking business travel, whether domestic or international. The form is designed to comply with Danish workplace regulations, EU travel requirements, and data protection laws (GDPR). It typically includes comprehensive travel details, cost estimates, risk assessments, and necessary authorizations. Organizations use this document to maintain proper records for legal, tax, and insurance purposes, while ensuring duty of care obligations are met. The form is particularly important in the Danish context due to specific requirements under Danish labor laws regarding workplace safety and employee travel documentation.

Suggested Sections

1. Employee Information: Personal details of the traveler including full name, employee ID, department, and contact information

2. Travel Details: Comprehensive information about the planned travel including dates, destinations, purpose, and itinerary

3. Cost Estimation: Breakdown of expected travel expenses including transportation, accommodation, and daily allowances

4. Authorization Request: Formal request for travel approval and confirmation of business necessity

5. Compliance Declaration: Traveler's confirmation of understanding and compliance with company travel policies and regulations

6. Data Protection Notice: GDPR-compliant statement about how personal data will be processed and shared

7. Approval Section: Space for required signatures from authorized personnel, including immediate supervisor and/or department head

Optional Sections

1. Advance Payment Request: Section for requesting travel advances, used when prepayment of expenses is needed

2. Visa Requirements: Details about visa processing requirements, included for travel outside Schengen Area

3. Risk Assessment: Required for travel to high-risk destinations or during global health concerns

4. Delegation of Duties: Overview of how employee's regular duties will be handled during absence, used for extended travel

5. Training Verification: Confirmation of completion of required travel safety training, used for specific destinations or types of travel

Suggested Schedules

1. Company Travel Policy Summary: Quick reference guide to key company travel policies and procedures

2. Emergency Contact Information: List of emergency contacts both at home office and destination

3. Insurance Coverage Summary: Overview of travel insurance coverage and important contact numbers

4. Expense Claim Form: Standard form for post-travel expense reconciliation

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