Your manager asks you to visit another city for work and says to file a 出張申請. Before buying a ticket or booking a hotel, confirm who makes the reservation, what budget and route are approved, and whether the request needs approval first. The form records the trip you propose; the expense claim comes after you pay or travel.
Japanese words on a business trip request
| Japanese | Reading | Meaning |
|---|---|---|
| 出張申請／出張伺い | しゅっちょうしんせい／しゅっちょううかがい | Business trip approval request |
| 出張先／訪問先 | しゅっちょうさき／ほうもんさき | Destination / organization or place visited |
| 出張期間／日程 | しゅっちょうきかん／にってい | Travel period / schedule |
| 出張目的／用務 | しゅっちょうもくてき／ようむ | Purpose / work to be done |
| 移動手段／経路 | いどうしゅだん／けいろ | Mode of travel / route |
| 交通費／宿泊費 | こうつうひ／しゅくはくひ | Transport / lodging cost |
| 概算額／予算 | がいさんがく／よさん | Estimated amount / budget |
| 手配／立替／仮払 | てはい／たてかえ／かりばらい | Arrangement / pay first and claim later / advance payment |
| 日当／旅費規程 | にっとう／りょひきてい | Daily allowance / company travel policy, if applicable |
| 承認者／申請中／差戻し | しょうにんしゃ／しんせいちゅう／さしもどし | Approver / pending / returned for correction |
| 精算／領収書 | せいさん／りょうしゅうしょ | Final expense claim / receipt |
These are common workplace terms, not one universal form. Your employer’s travel rules decide the permitted booking method, fare class, hotel limit, daily allowance and approval chain. Do not assume 日当 appears in every workplace.
Before you book
- Confirm the purpose and dates. Note the meeting address and time, departure and return dates, and whether you will stay overnight. If the meeting may change, ask whether a flexible ticket is allowed before purchasing.
- Check the booking arrangement. Does an administrative team 手配 the trip, or do you buy it and 立替? Is there a company booking portal or approved hotel? Ask about limits and any 仮払 procedure if the upfront cost is difficult.
- Submit the proposed itinerary and estimate. Enter destination, purpose, route, lodging and 概算額. Check the approver and whether pressing 保存 merely saves a draft. Look for 申請 or 提出 and confirm the status becomes 申請中 or 承認.
- Keep the approved plan available. If the destination, dates or cost change, tell the manager and follow the company’s change procedure. A booked ticket does not automatically update a previously approved request.
During and after the trip
Keep booking confirmations and any documents the company asks for. If you book a JR East ticket through Eki-net, its official payment guide explains how to issue the service’s usage statement and receipt after payment. Other ticket sellers have different receipt procedures. Ask accounting what it needs before discarding tickets or digital records.
After travel, compare the approved estimate with what you actually paid and submit your expense claim by the company deadline. If a ticket is cancelled or refunded, report both the original payment and refund according to the company’s procedure; claiming only the original amount would misstate the cost. For tax documentation, the National Tax Agency describes the treatment of business travel costs paid to employees. The employer’s accounting team determines what records it needs for your particular trip.
Short Japanese messages
- 出張の交通と宿泊は、会社で手配しますか。それとも自分で予約しますか。
Shutchō no kōtsū to shukuhaku wa, kaisha de tehai shimasu ka. Soretomo jibun de yoyaku shimasu ka.
Will the company arrange transport and lodging, or should I book them myself? - 申請前に、交通費と宿泊費の上限を確認したいです。
Shinsei mae ni, kōtsūhi to shukuhakuhi no jōgen o kakunin shitai desu.
I would like to check the transport and hotel limits before applying. - 訪問日時が変更になりました。出張申請を修正してもよいですか。
Hōmon nichiji ga henkō ni narimashita. Shutchō shinsei o shūsei shite mo yoi desu ka.
The visit time has changed. May I revise the travel request? - 立替が必要な場合、仮払を申請できますか。
Tatekae ga hitsuyō na baai, karibarai o shinsei dekimasu ka.
If I need to pay upfront, can I request an advance?
Remember: your daily commute and a one-off business trip are usually entered through different workplace processes. Our commuting allowance guide covers the regular route between home and work. Check the company’s own policy if a trip starts from home or combines a commute with a work visit.
