It's a frustrating but common scenario in the corporate world: you verbally discussed a critical business trip with your manager, they gave you the green light, and you even started planning. Then you go to book the trip, or check your status, and find no official record of approval. The system is blank, the travel tool is stuck, and your manager simply says, "Oh, I approved that."

This creates a serious problem. Without a documented approval, your trip is unauthorized. You cannot book it through the corporate system, and if you book it personally, the finance team will likely reject the expense. This gap between a verbal "yes" and a documented "yes" is a major source of delay and conflict.

As an employee or executive, your job is to efficiently close this gap and ensure your travel is properly authorized. This is not about blaming your manager; it's about following a clear process to protect yourself and the company's compliance.

Step 1: Confirm the Manager's Intent and Method

When your manager says, "I approved that," your first step is to gently confirm how they approved it. Do not assume they made a mistake. They might have used a method you didn't anticipate.

A. Ask Specific Questions

Approach your manager and ask simple, direct questions about the approval process. Frame the questions around the system, not their memory.

"I heard you say yes, thank you! Just to make sure it's logged correctly, did you hit the 'Approve' button in the TripDesk system?"
"Did you approve the request I submitted on Tuesday, or did you approve it through email reply? I want to make sure I forward the right document to the travel team."
"Could you tell me the reference number of the approved request? I need that to finalize the booking."

If they mention a specific system or method, you can then check that channel. Often, the manager may have approved it in a location you didn't check, such as a mobile app notification or a separate workflow email.

B. Understand the Likely Disconnect

If they insist they approved it but can't point to a specific action, the disconnect is usually one of two things:

They approved a different part of the request: They approved the idea of the trip (the necessity) but forgot to approve the final cost estimate. If your company uses a two-step approval process (manager for need, finance for budget), they may have only completed the first step.
They confused verbal agreement with system action: They meant to approve it after your conversation but forgot to log in or click the final button. Forgetting this step is very common among busy managers.

Your goal at this stage is to identify which button they need to click and where it is located.

Step 2: Use the System as Your Guide

Never try to force a booking based on a verbal agreement. The official travel and expense management system is your best defense against future reimbursement problems. Use its features to track and confirm the missing approval.

A. Locate the Pending Request

Log into the corporate travel platform where you submitted the original request. The status of your request will be one of the following:

Pending Manager Approval: The system shows it is still waiting for your manager's action. This confirms the manager simply forgot to click the final button.
Pending Financial Approval: The system shows your manager did approve it, but now it is stuck with the next person in the chain (e.g., the Department Head or Finance Controller). This means your manager was correct, but the delay is now with another approver.
Draft/Unsubmitted: The system shows no request was ever sent. This means you may have created the request but forgot to hit the final "Submit for Approval" button.

Identifying the exact status is crucial because it tells you who needs to take action next.

B. Use the System's Tools to Nudge

Modern travel systems usually include built-in features to help you get the process moving without directly badgering your manager.

Send a System Reminder: Most platforms have a "Nudge" or "Send Reminder" button. This sends an automated, gentle email notification to the approver reminding them they have a pending request. This is the least confrontational way to move things along.
Forward the Pending Request Link: If a nudge is not available, find the direct link to the pending request within the system and email it to your manager. Use a subject line like: "Quick Action Needed: Approval Link for [Trip Destination]." Keep the email brief: "Hi [Manager Name], The system shows my request for [Trip] is pending your approval here: [Link]. Could you take a moment to approve it so I can book the travel?"

This provides the manager with a one-click solution, making it as easy as possible for them to complete the process quickly.

Step 3: Formalizing the Approval Documentation

If the manager still cannot locate the request or if the system remains stuck, you need to create an irrefutable paper trail. This protects your ability to travel and ensures you are reimbursed later.

A. Request Written Confirmation (The 'Fallback' Email)

If the manager continues to say they approved it but can't find the request, send a formal confirmation email. This email is a critical step in documenting verbal consent.

Send this email to your manager, and copy the internal Travel or Finance team (if appropriate, check your company policy first).

Subject: Confirmation of Approved Travel: [Your Name] to [Destination] on [Dates]

Body:

Hi [Manager Name],

Thanks again for discussing and approving my upcoming trip to [Destination] from [Start Date] to [End Date] to meet with [Client/Partner].

I am still having trouble locating the final approval in the TripDesk system to book the travel. To avoid further delays, I wanted to confirm that the estimated total cost of $[Estimated Total] is approved by you so I can proceed with booking.

Please reply to this email to confirm the approval of the trip and its estimated cost. I will attach this email chain to my final expense report as documentation.

Best regards,

[Your Name]

This puts the manager on notice that they must provide a clear written record. A simple "Yes, confirmed" reply from them can be sufficient documentation for the finance team to process the expense later, especially if the original system approval failed for a technical reason.

B. Address the Technical Roadblock

If the delay is with the system itself (e.g., a software bug, a user profile error, or an old workflow) and not the manager's action, the Travel or Finance team needs to intervene.

Contact Travel Support: Reach out to your internal travel support team or the administrator of the corporate travel system. Explain that the manager confirms approval, but the request is stuck in the system. They can often manually push the request through or correct the routing error.
Request a Manual Override: In rare cases, if the trip is urgent, you may need to ask the Finance or Department Head to issue a manual approval override. This is usually a formal document or a specific, high-level email that temporarily replaces the system's process. Use this option sparingly, only for mission-critical travel.

The goal is always to get the official approval stamp—whether that stamp is digital, an email, or a piece of paper—before any money is spent.

Step 4: Prevent Future Approval Headaches

Once your current travel is approved, take steps to ensure this confusion doesn't happen again. The best strategy is proactive clarity before you hit the "submit" button.

A. Clarify the Approval Workflow

Before you submit any future travel request, confirm the exact workflow with your manager.

Ask: "For this trip, do I need your approval first, and then does it go to the Finance team for budget sign-off? Or are you the final approver?"

This simple question ensures both you and your manager are aligned on the number of steps required and who is responsible for each one.

B. Schedule a Quick System Review

If the problem was the manager forgetting to log in or click the right button, offer to help them troubleshoot during a quiet moment.

Say: "I know you're busy. Next time, could we take two minutes after our meeting to walk through the approval screen together? I want to make sure the system is sending the notifications correctly."

This friendly, helpful approach ensures the manager learns the process better, reducing the chance of them overlooking a key step next time. It treats the problem as a system issue, not a personal failing.

C. Check Status Proactively

Always check the status of your request two hours after submitting it. Do not wait a day or two. If the status hasn't moved to the next step, you can send your manager a gentle reminder immediately. Prompt follow-up is the best way to keep the process moving before the request gets buried in a manager's inbox.

By following these four steps, you effectively manage the gap between verbal agreements and corporate compliance. You protect your time, your reimbursement, and your professional standing by ensuring every trip is properly authorized.

Need a travel solution that eliminates approval mysteries?

Learn more about how to simplify booking, approvals, and expenses by visiting the TripDesk website, or find more articles like this one for travel tips on our blog.

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