Employee Travel Release Template

EMPLOYEE TRAVEL RELEASE TEMPLATE

Employer Name:    Employee Name:

Employee ID/Badge Number:    Date Prepared:

Personal Information

Position Information

Reporting Manager:    Start Date:

Travel Details

Mode of Travel: Air Train Rental Car Personal Vehicle Other

Vehicle Use and Insurance (if using personal vehicle)

Will the employee use a personal vehicle for travel?   Yes No

Emergency Contact & Medical Information

Employment History (Most Recent)

Employment History (Prior Employer)

Education

References

Legal Disclosures & Authorizations

At-Will Employment: Employee acknowledges that employment and any travel authorization remain at-will and may be modified or terminated in accordance with company policy. Nothing in this Travel Release alters the at-will nature of employment.

Equal Opportunity: Employer is an equal opportunity employer. Travel approvals and assignments are made without regard to protected characteristics and in accordance with applicable law.

Authorization to Contact Previous Employers and Conduct Background Checks: By signing below, Employee authorizes Employer and its agents to contact prior employers and references listed herein and to obtain background information, including but not limited to employment history verification and motor vehicle records where relevant to travel.

Release, Assumption of Risk, and Indemnity

Assumption of Risk: Employee acknowledges that travel, including air travel, ground transportation, and lodging, involves inherent risks. Employee voluntarily assumes all risks associated with travel and related activities, whether known or unknown.

Release: To the fullest extent permitted by law, Employee releases Employer, its affiliates, officers, directors, agents, and employees from any claims, liabilities, demands, or causes of action arising out of or related to Employee's travel, except for claims arising from Employer's gross negligence or willful misconduct.

Indemnity: Employee agrees to indemnify and hold harmless Employer from and against any third-party claims, losses, damages, liabilities, and expenses (including reasonable attorneys' fees) resulting from Employee's willful misconduct, negligent operation of a personal vehicle, or breach of company travel policy while traveling.

Consent to Emergency Medical Treatment: If Employee is incapacitated or otherwise unable to consent, Employee authorizes Employer to obtain emergency medical care on Employee's behalf and agrees to be responsible for any costs not covered by Employer or insurance.

Travel Expense Responsibility & Certification

Expense Responsibility: Employee understands which expenses are Company-paid and which are Employee-responsible as set forth in the applicable travel authorization. Employee agrees to retain and submit original receipts and complete expense reports in accordance with Employer policy. Employer's reimbursement obligations are subject to its policies and available budgets.

Yes Partial No

Acknowledgments and Applicant Certification

I certify that all information provided in this Employee Travel Release is true, accurate, and complete to the best of my knowledge. I understand that false statements or failure to disclose material information may result in disciplinary action, up to and including termination. I further certify that I am medically and physically fit to undertake the travel described above.

Consent for Background, Motor Vehicle, and Other Checks

I authorize Employer to obtain criminal history, motor vehicle, and other job-related background information insofar as it relates to the responsibilities of my travel assignment. I understand that such checks may be used to determine eligibility to participate in travel and that adverse findings may affect travel approval.

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