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Dynamic forms -Travel Clearance

Use this form to request official approval for international travel. 

Step 1

Initiate request

  • From the E-Approval module, click Initiate.
  • Select the Forms tab, then click Travel clearance from the list.

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Step 2

Fill in the Head section

Enter a Title for the request and optionally set a Due Date. The Approval Line lists the approvers assigned to this request, click Assign to add approvers. Click Next when ready.

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Step 3

Personal Details

  • Fill in your First Name, Middle Name (optional), and Last Name, along with your Email and Telephone.
  • Select your Nationality and enter your National ID.
  • Under document information, select your Document Type (e.g. Ordinary passport) and provide the number associated with it, Issued Country, and Expiry Date. Click Next to continue.

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Step 4

Career Details

  • Select your Career Status — Serving, Retired, or Former. If Retired or Former, provide the corresponding date in the Retirement/Former Date field.
  • Enter your Position  (if it was not automatically filled in) and optionally your Occupation. Click Next to continue.

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Step 5

Travel Details

  • Select the Destination Country and enter the Destination City.
  • Set the Departure Date and Returning Date, then select a Travel Reason.             

 The fields that follow will change depending on the reason selected. If you choose:

→Mission: 

  • Enter the Mission Name and select the Mode of Travel.                                                                                                                      
  • Provide the Invited by and Mission Funder, then fill in the Mission Objectives, Mission Outcome, and Mission Details.

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→ Meeting: 

  • Enter the Meeting Name and select the Mode of Travel.                                                                                                      
  • Select the Meeting Format, enter your Meeting Role, and provide the Invited by and Meeting Funder. Fill in the Meeting Objectives, Meeting Outcome, and Meeting Details.

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→Event: 

  • Enter the Event Name and select the Mode of Travel.                                                                                               
  • Select the Event Format, enter your Event Role, and provide the Invited by and Event Funder.                                 
  • Fill in the Event Objectives, Event Outcome, and Event Details.

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→Leave: 

  • Select the Mode of Travel (Road, Air, Train, or Sea) and enter the Leave Details describing the purpose of the trip.
  • The Leave Name field is not required for this option.

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Click Next to proceed once all fields are completed.

Step 6

Attachments

Attach any relevant documents to support your request. All attachment fields are optional. Upload files by clicking the upload area or dragging and dropping. Each file will display a green Ready status once successfully uploaded.

  • Recommendation — upload a single recommendation letter.
  • Ticket Reservations — upload a single file for travel booking confirmation.
  • Supporting Documents — upload one or more additional files relevant to the request.

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Step 7

Submit your Request

Once all sections are complete, click Submit in the top right corner. A confirmation dialog will appear, click Submit again to confirm and send the request for approval.

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