Free form template · Word

Travel Advance Form

A travel advance form is used by an employee to request money upfront for an approved official tour, based on an itinerary and cost estimate. It fixes the settlement deadline after return and authorises recovery from salary if the advance is not settled with bills on time.

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[Company Logo][Company Name]

TRAVEL ADVANCE REQUEST

Company:: [Company Name]
Advance No.:: [Reference Number]
Date:: [Date]

Employee Details

Employee Name
Employee ID
Designation
Grade
Department
Cost Centre
Reporting Manager

Trip Details

Purpose of Travel
Destination(s)
Departure Date
Return Date
Number of Days
Mode of Travel: Air / Rail / Road
Tickets booked by travel desk: Yes / No

Cost Estimate

Expense Head	Policy Entitlement	Days / Units	Estimated Amount (₹)
Travel tickets (if self-booked)	[Class]	[Number]	[Amount]
Hotel	₹[Amount]/night	[Number]	[Amount]
Daily Allowance	₹[Amount]/day	[Number]	[Amount]
Local Conveyance	Actuals	[Number]	[Amount]
Total Estimate			[Amount]

Advance Requested

Advance Amount: ₹[Amount]
Payment Mode: Bank Transfer / Cash
Any advance outstanding: Yes / No, Amount ₹[Amount]

Undertaking and Recovery Consent

I undertake to settle this advance by submitting a travel expense claim with supporting bills within [Number] working days of my return. I authorise [Company Name] to recover any unsettled or excess amount from my salary, and from my full and final settlement if I leave before settlement.

Employee
[Employee Name]
Date: [Date]

Approved by
[Reporting Manager]
Date: [Date]

Finance
[Name]
Paid on: [Date]

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What this template includes

Approved trip purpose and itinerary
Estimate by expense head based on travel policy entitlements
Advance amount requested and payment mode
Outstanding advances check to avoid multiple open advances
Settlement deadline after return
Salary recovery consent for unsettled amounts

When to use it

Before an outstation business trip where the employee will pay hotel, local travel or meals
When travel tickets are not booked by the company travel desk
For site, audit or training visits lasting several days
When an employee has no corporate card

How to customise this template

1Insert grade-wise daily allowance and hotel limits from your travel policy
2Set a settlement deadline in working days after return
3Decide whether a second advance is allowed while one is open
4Add a finance approval step above a threshold

HR tips

Advance only a portion of the estimate, keeping the employee's float small
Pay to the bank account rather than cash wherever possible
Send automatic reminders as the settlement deadline nears
Link the advance number to the travel expense claim

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Frequently asked questions

How much travel advance can I take?+

It depends on your company's travel policy; many allow a percentage of the estimated trip cost based on grade entitlements.

When must a travel advance be settled?+

Within the period your policy sets after returning, by submitting a travel expense claim with bills.

What happens if I do not settle my travel advance?+

With your prior written consent, the unsettled amount can be recovered from your salary or final settlement as per policy.

All 50 employee benefits & insurance →

[Company Logo][Company Name]
EMPLOYEE BENEFITS ENROLLMENT FORM
Company:
[Company Name]
Form No.:
[Reference Number]
Date of Submission:
[Date]
Enrollment Deadline:
[DD/MM/YYYY]
Please complete all sections within the enrollment window and return this form to [HR Name], Human Resources. Benefits will be activated only after HR verification.
Section A: Employee Details
Employee Name (as per PAN)
Employee ID
Designation
Department
Date of Joining
Work Location
Date of Birth
Gender
Mobile Number
Personal Email
PAN
Aadhaar (last 4 digits only)
Section B: Statutory Benefits
UAN (if already allotted)
Previous PF Account / Member ID
ESI IP Number (if applicable, for gross wages up to ₹21,000/month)
Opting for higher PF contribution: Yes / No
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Employee Name (as per PAN)
Employee ID
Designation
Department
Date of Joining
Work Location
Date of Birth
Gender
Mobile Number
Personal Email
PAN
Aadhaar (last 4 digits only)

UAN (if already allotted)
Previous PF Account / Member ID
ESI IP Number (if applicable, for gross wages up to ₹21,000/month)
Opting for higher PF contribution: Yes / No

[Company Logo][Company Name]

FLEXIBLE BENEFITS SELECTION FORM

Company:: [Company Name]
Financial Year:: [FY 20XX-XX]
Submission Date:: [Date]
Payroll Cut-off:: [DD/MM/YYYY]

Part 1: Employee Information

Employee Name
Employee ID
Designation
Department
Annual CTC: ₹[CTC]
Annual Flexi Basket: ₹[Amount]
Tax Regime Opted: Old / New

Part 2: Allocation of Flexi Basket

Component	Company Limit per Month (₹)	My Monthly Allocation (₹)	Annual Allocation (₹)	Bills Required
Meal Card / Food Coupons	[Amount]	[Amount]	[Amount]	No (card based)
Fuel and Vehicle Maintenance	[Amount]	[Amount]	[Amount]	Yes
Telephone and Internet	[Amount]	[Amount]	[Amount]	Yes
Leave Travel Allowance	[Amount]	[Amount]	[Amount]	Yes, travel proof
Books and Periodicals	[Amount]	[Amount]	[Amount]	Yes
Employer NPS Contribution	[Amount]	[Amount]	[Amount]	No
Total (must equal flexi basket)	-	[Amount]	[Amount]	-

Part 3: Terms

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[Company Logo][Company Name]

GROUP INSURANCE NOMINATION FORM

Company:: [Company Name]
Policy:: Group Term Life / Group Personal Accident
Insurer:: [Insurer Name]
Policy No.:: [Policy Number]
Date:: [Date]

Employee Details

Employee Name
Employee ID
Designation
Department
Date of Birth
Date of Joining
Marital Status

Nominee Details

Nominee Name	Relationship	Date of Birth	Address and Mobile	Share (%)
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address, Mobile]	[%]
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address, Mobile]	[%]
[Nominee Name]	[Relationship]	[DD/MM/YYYY]	[Address, Mobile]	[%]
Total				100%

Appointee (only if a nominee is a minor)

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[Company Logo][Company Name]
MEDICLAIM DECLARATION
Company:
[Company Name]
Policy Year:
[DD/MM/YYYY] to [DD/MM/YYYY]
Date:
[Date]
A. Employee Particulars
Employee Name
Employee ID
Department
Designation
Date of Birth
Contact Number
B. Choice of Cover (tick one)
- I opt IN to the group mediclaim for myself and the dependants listed in Part C.
- I opt IN for myself only.
- I opt OUT of the group mediclaim. I am covered under policy no. [Policy Number] with [Insurer Name]. I understand I cannot claim under the company policy and may rejoin only at renewal, if permitted.
C. Dependants Declared for this Policy Year
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[Company Logo][Company Name]
HEALTH INSURANCE CLAIM SUBMISSION FORM (INTERNAL)
Company:
[Company Name]
Insurer / TPA:
[Insurer Name] / [TPA Name]
Policy No.:
[Policy Number]
Internal Claim Ref.:
[Reference Number]
Date of Submission:
[Date]
Important: This form helps HR process your claim. The insurer's or TPA's official claim form must also be completed, signed and attached where required.
1. Employee Details
Employee Name
Employee ID
Department
Mobile Number
Email ID
2. Patient Details
Patient Name
Relationship to Employee
Age
E-card / Member ID
TPA Claim Intimation No. (if any)
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[Company Logo][Company Name]
INSURANCE CLAIM ASSISTANCE REQUEST
Company:
[Company Name]
Request No.:
[Reference Number]
Date:
[Date]
Priority:
Urgent (in hospital) / Normal
Employee and Policy
Employee Name
Employee ID
Department
Mobile Number
Policy Type: Group Health / Group Personal Accident / Group Term Life
Patient / Insured Member Name
TPA / Insurer Claim Number
Nature of Assistance Needed
- Cashless approval pending
- Reimbursement claim delayed
- Claim rejected, request review
- Claim partly settled / deductions unclear
- Document query from TPA
- Other: [Details]
Claim Summary
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Patient Name
Relationship to Employee
Age
E-card / Member ID
TPA Claim Intimation No. (if any)

[Company Logo][Company Name]

EMPLOYEE INSURANCE DETAILS FORM

Company:: [Company Name]
Record Date:: [Date]
Last Updated:: [DD/MM/YYYY]

Employee Information

Employee Name
Employee ID
Designation
Department
Work Location
Date of Joining
Mobile Number

Coverage Summary

Cover	Insurer	Policy No.	Member / E-card ID	Sum Insured (₹)	Valid Till
Group Mediclaim	[Insurer Name]	[Policy Number]	[Member ID]	[Amount]	[DD/MM/YYYY]
Group Term Life	[Insurer Name]	[Policy Number]	[Member ID]	[Amount]	[DD/MM/YYYY]
Group Personal Accident	[Insurer Name]	[Policy Number]	[Member ID]	[Amount]	[DD/MM/YYYY]
Voluntary Top-up	[Insurer Name]	[Policy Number]	[Member ID]	[Amount]	[DD/MM/YYYY]

Statutory Coverage

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Employee Insurance Details Form

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[Company Logo][Company Name]
INSURANCE BENEFICIARY DESIGNATION / CHANGE FORM
Company:
[Company Name]
Form Ref.:
[Reference Number]
Date:
[Date]
Effective From:
[DD/MM/YYYY]
Employee Details
Employee Name
Employee ID
Department
Designation
Mobile Number
Policies Affected
- Group Term Life, Policy No. [Policy Number]
- Group Personal Accident, Policy No. [Policy Number]
- Voluntary Life Cover, Policy No. [Policy Number]
Type of Request
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Travel Advance Form

Preview of the form

Employee Details

Trip Details

Cost Estimate

Advance Requested

Undertaking and Recovery Consent

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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