Pre-Travel Authorization Check
Many organizations require employees to get approval before they book business travel above a set amount. The Pre-Travel Authorization Check helps enforce that policy. It flags an expense report as High risk when the report includes travel expenses, the report total is at or above your organization's threshold, and AppZen can't find proof that the trip was approved in advance.
The check runs once for the whole expense report, not on individual expense lines.
When the check applies to a report
The check evaluates a report only when both of these are true:
- At least one expense line on the report uses an expense type on your organization's list of travel expense types, such as airfare or hotel.
- The report total is equal to or greater than your organization's threshold amount.
If either condition isn't met, the check doesn't flag the report. The risk level is Low and the message reads: Pre-travel check is not applicable.
What counts as proof of approval
When the check applies, AppZen reads the documents attached to the report and to its expense lines, and looks for:
- A pre-travel authorization form
- An approval email showing that the trip was approved
AppZen recognizes each document by text that identifies it, such as the title of your organization's authorization form. This identifying text is set up for your organization.
Your organization's configuration decides which documents a report needs. Depending on that configuration, a report needs either:
- The authorization form alone, or
- Both the authorization form and the approval email
The requirement can differ between employees in the same organization.
Results
| Situation | Risk level | Message |
| The report doesn't meet both conditions above | Low | Pre-travel check is not applicable. |
| The required proof of approval is attached | Low | Pre-travel check is authorized. |
| The required proof of approval isn't found | High | Pre-travel check is not authorized. |
Why a report below the threshold can still be flagged
The check compares the report total with the threshold amount directly. It doesn't convert between currencies.
For example, if the threshold is 2,500 and a report totals 150,000 in a local currency, the report counts as over the threshold, even if 150,000 in that currency is worth less than 2,500 US dollars.
Thresholds are set separately for each organization in your AppZen account, so organizations that report in different currencies can have different threshold amounts. If a flag doesn't look right, ask AppZen Support to confirm the threshold for that organization.
Settings for this check
AppZen sets up this check for your organization. You can't change these settings in the AppZen app. To review or change them, contact AppZen Support.
| Setting | What it controls |
| Travel expense types | The expense types that bring a report into scope. They're matched against your organization's own expense type names, so a travel-related expense type that isn't on the list doesn't trigger the check. |
| Threshold amount | The report total at or above which the check applies. The comparison doesn't convert currencies. |
| Authorization form identifiers | Text AppZen looks for in attached documents to recognize your organization's pre-travel authorization form. |
| Approval email identifiers | Text AppZen looks for in attached documents to recognize an approval email. |
| Document requirement | Whether a report needs the authorization form alone, or both the form and the approval email. This can differ between employees. |
| Filter by Customer Expense Type | Yes |
| Filter by AppZen Expense Type | No |
| Configure on the Front End | No |
| Does this model use OCR? | Yes |
| Does this model use user input data? | Yes |
Example
A report totals more than the organization's threshold and includes an airfare expense, so the check applies. The employee attached the flight receipt but no pre-travel authorization form or approval email. The report is flagged High with the message "Pre-travel check is not authorized."
If the employee had attached the documents their organization requires, the same report would show Low risk with the message "Pre-travel check is authorized."
Troubleshooting
- Why was my report flagged when its total looks below the threshold?
The check compares the report total with the threshold amount without converting currencies. A report in a local currency can be over the threshold even if it looks small once converted to another currency. The check also applies when the total is exactly equal to the threshold. - Why was my report flagged when an authorization form is attached?
There are two common reasons:- Your organization requires both the authorization form and the approval email for this report.
- AppZen couldn't recognize the form. For example, the image is blurry or rotated, or the form doesn't include the identifying text set up for your organization, such as a newer version of the form with a different title. Attach clear, readable copies.
- Which expense types does the check look at?
Only the expense types on your organization's travel list. Contact AppZen Support for the list configured for your organization. - Can I change the threshold or other settings?
Not in the AppZen app. Contact AppZen Support to review or change any setting for this check.
Article Reference Number: EA_PTA_08/10/2026
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