Do not use a template as a reservation
Regular travel to the same city does not mean every condition from the previous trip still applies. A template helps prepare a request. Do not carry forward an old ticket number, hotel confirmation or price as approval for the next journey.
Separate stable and variable fields
Company contacts and frequently visited addresses can provide a starting point. Check the traveller, meeting time, travel dates, budget approval and service preferences each time. Confirm with the host whether even a familiar address or contact has changed.
Date each version and identify its owner
Show when the template was last checked and who updated it. Avoid attaching obsolete copies to a new request. A short explanation of which field changed and why helps another colleague use the document correctly.
Confirm new options with a fresh approval
When sharing the template with KUNET, highlight current dates and fields that have been reconfirmed. A flight or hotel suitable for the last trip needs a fresh assessment. Compare new booking documents with the request and store the completed journey separately from future requests.
