# Dynamic forms -Travel Clearance
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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.
[](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/WM6image.png)
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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.
[](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/z0Kimage.png)
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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.
[](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/igsimage.png)
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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.
[](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/UIrimage.png)
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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*.
[](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/1782296258305.jpeg)
***→* 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.*
[](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/7a265374-98ee-4120-80dc-0ede52b86121.png)
***→*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*.
[](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/820ef174-c248-4d49-add1-c7e3d6a0ae81.png)
***→*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.
[](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/bbVimage.png)
Click **Next** to proceed once all fields are completed.
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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.
[](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/o1himage.png)
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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.
[](https://docs.smartadmin.rw/uploads/images/gallery/2026-06/tlJimage.png)