Are electronic signatures valid?

Yes. Electronic signatures are legally enforceable in the United States under the ESIGN Act (15 U.S.C. ch. 96) and UETA in adopting jurisdictions, provided intent, consent, attribution, and retention requirements are met.

When is notarization required?

Most transportation requisitions do not require notarization. If a specific jurisdiction or payment vendor requires notarization or a signed affidavit, follow that requirement and use RON where permitted.

Can I use remote online notarization (RON)?

RON availability depends on the state; many states permit permanent RON with identity proofing and recording requirements. Verify the state's notary commission rules before relying on RON for notarized documents.

How long must I keep these records?

Retention depends on applicable laws: IRS records generally 3 years (IRC §6501(a)), I-9s per 8 CFR §274a.2, and HIPAA-covered records 6 years (45 CFR §164.530(j)); state rules may require longer retention.

What happens if details are incorrect?

Incorrect addresses, missing approvals, or mismatched names can delay vendor scheduling, cause reimbursement denials, and create audit exceptions; correct and reapprove before payment where possible.

Can I change or revoke an approved requisition?

Yes, changes should follow an established amendment workflow with reapproval and versioning. For already-invoiced or completed trips, coordinate with the vendor and accounts payable to adjust billing or process refunds.

Electronic Signature
Templates
HR
Employment Transportation Requisition

Employment Transportation Requisition

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYMENT TRANSPORTATION REQUISITION

Personal Information

Full Legal Name

Employee ID

Work Email

Home Address

Primary Phone

Alternate Phone

Position Information

Job Title Department

Reporting Manager

Start Date (with employer)

Employment Status

Full-Time Part-Time Temporary/Contract

Transportation Request Details

Request Type: Company vehicle Mileage reimbursement Taxi / Ride-share Shuttle Air travel Special accommodation

Purpose of Transportation

Departure Date:

Return Date:

Pickup Location Drop-off Location Number of Passengers Passenger Names (if more than one)

Vehicle and Driver Information

Driver Name (if employee will operate): Driver's License No.: State:

License Expiration (MM/YYYY): Years Driving Experience:

Employee certifies possession of a valid license and authorizes the employer to obtain driving records and conduct any required background checks related to vehicle operation. I consent to driving record check and related background screening

Estimated Cost & Funding

Estimated Total Cost Budget Code / Account Payment Method

Safety, Insurance & Liability Acknowledgment

The employee acknowledges that use of a company vehicle or reimbursement for use of a personal vehicle is subject to the organization's vehicle use policy, insurance requirements, and applicable law. The employee is responsible for compliance with traffic laws and for costs arising from traffic violations during business travel. The employer's insurance may be secondary to personal insurance. The employee agrees to report any incident, accident, or damage immediately.

I acknowledge that I have read and will comply with the vehicle use and safety policies of the employer. I agree to comply with vehicle use and safety policies

Approvals (For Administrative Use)

Manager (print): Approval: Approve Deny Date:

Manager Comments

Fleet Coordinator: Vehicle Assigned / Booking Reference: Scheduled By:

Employment History (Most Recent)

Employer 1 - Company Name

Responsibilities Reason for Leaving Employer 2 - Company Name

Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References (Professional)

Reference 1 Reference 2 Reference 3

Legal Disclosures and Statements

AT-WILL EMPLOYMENT: Nothing in this requisition alters the at-will nature of employment. Employment may be terminated at the will of either the employee or the employer at any time, with or without cause or notice, except as otherwise provided by written employment agreements.

EQUAL OPPORTUNITY: The employer is an equal opportunity organization. Hiring, assignment of duties, and provision of company resources are made without regard to protected characteristics and in accordance with applicable non-discrimination laws.

Applicant Certification & Authorization

I certify that the information provided in this Employment Transportation Requisition is true, accurate, and complete to the best of my knowledge. I understand that falsification or omission of material information may result in disciplinary action up to and including termination.

I authorize the employer to contact my prior employers and references to verify employment history and to conduct background checks, including driving records and other screening necessary to determine eligibility to operate a vehicle for company business. I release prior employers and other providers of information from liability for providing such information in good faith.

I understand that approval of transportation requests is subject to budgetary, safety, and insurance considerations and that approval by management or fleet does not waive any insurance or compliance requirements.

Additional Information or Special Requirements

Employee Name:

Signature:

Date:

What the Employment Transportation Requisition Is

An Employment Transportation Requisition is a standardized form used by employers, hiring managers, or HR teams to request, document, and approve transportation related to employment activities such as regular commuting support, temporary assignment travel, shuttle services, or candidate travel for interviews. The form captures requester and employee details, trip purpose, dates and times, pickup and drop-off locations, estimated costs, payment or reimbursement method, and any special requirements such as ADA accommodations. A clear requisition helps payroll, accounts payable, and transportation vendors process requests consistently and reduces disputes over eligibility and expenses.

Why a Clear Requisition Matters

Using a formal Employment Transportation Requisition creates an auditable record of approvals, clarifies responsibility for costs, and reduces processing delays by standardizing required data for payroll, travel vendors, and compliance teams.

Who Completes and Signs This Form

Typical users include HR administrators, hiring managers, transportation coordinators, payroll staff, and employees requesting transportation assistance.

HR and Payroll Teams responsible for validation, coding, and reimbursement in payroll systems to ensure correct tax and accounting treatment.
Hiring Managers and Department Heads who approve transportation for new hires, relocations, temporary assignments, or interview travel.
Employees and Candidates who provide personal details, trip purpose, and any accommodations needed so vendors can complete arrangements accurately.

Each signer should confirm accuracy; improper or missing approvals can delay payment or create compliance exposure for the employer.

Step-by-Step: Completing the Requisition

Follow these steps to prepare a complete request and speed vendor and payroll processing.

01

Gather Info: Collect employee name, ID, pickup and drop-off details.
02

Estimate Cost: Enter fare estimate or attach vendor quote if required.
03

Select Payment: Choose direct pay, corporate card, or reimbursement.
04

Obtain Approval: Manager or coordinator signs before scheduling or payment.

How to Customize and Complete the Form Online

When using a digital template, configure fields and approvals to match your internal workflow and audit requirements.

Field	Configuration
Required Fields	Make name, date, pickup, drop-off mandatory.
Conditional Fields	Show cost estimate only if payment type is reimbursement.
Approval Routing	Route to manager then payroll for final sign-off.
Attachments	Allow vendor quotes, receipts, or accommodation notes.

Where to Send or File Completed Requisitions

A clear routing plan ensures timely scheduling, payment, and record retention across HR, accounts payable, and transportation vendors.

Manager: Initial reviewer for eligibility and budget.
Transportation Vendor: Vendor receives approved pickup, drop-off, and payment method.
Payroll / AP: Final processing for reimbursement or direct payment.
Employee Record: Store final request and receipt in personnel file.

Delivery Options and Digital Platform Requirements

Choose secure sharing methods that preserve audit trails and match the sensitivity of the data collected.

Email: For low-sensitivity or internal routing.
Secure eSignature: Preserves timestamps and signer attribution.
Vendor Portal: Direct upload into transportation provider systems.

For integrations, prefer platforms compatible with your HRIS, payroll, and vendor systems (for example, Salesforce, NetSuite, Microsoft 365, Google Workspace, or Box) to reduce manual entry and maintain an audit trail.

Typical Deadlines and Processing Expectations

Establish submission cutoffs and payment cycles to avoid missed trips or delayed reimbursements.

Advance Submission:

Submit at least 48–72 hours before scheduled transport.

Urgent Requests:

Same-day requests require manager approval and vendor confirmation.

Payroll Cutoff:

Submit receipts by payroll cutoff for same-period reimbursement.

Vendor Billing:

Vendors typically invoice 7–30 days after service.

Record Retention Start:

Retention begins on the service date or invoice date.

Penalties and Risks of Incomplete or Incorrect Requisitions

Reimbursement Denial: Missing approvals can result in nonpayment.

Tax Withholding Issues: Incorrect coding may affect tax reporting.

Vendor No-Show: Incomplete addresses lead to missed pickups.

Audit Findings: Poor records increase audit risk.

HIPAA Exposure: Improper PHI handling may violate HIPAA.

Fraud Allegations: Unsanctioned travel may trigger investigations.

Common Mistakes to Avoid

Omitting the approver or using an outdated manager name, which causes processing delays and requires re-approval before the trip can be scheduled.
Entering incomplete pickup/drop-off addresses or using P.O. boxes instead of street addresses, which prevents vendors from routing vehicles correctly and risks missed service.
Failing to select the correct payment method or rate code, leading to duplicate vendor billing or incorrect employee reimbursement entries in payroll.
Neglecting to document accommodations or special needs, which may result in noncompliant transport arrangements and potential ADA-related complaints.

Security and Compliance Essentials

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Time-stamped events and signer attribution

HIPAA: BAA required for protected health information

ESIGN / UETA: Meets ESIGN and UETA legal tests

Certifications: SOC 2 Type II and ISO 27001 available

Access Controls: Role-based access and multi-factor options

eSignature Pricing and Feature Snapshot

A concise comparison of starting prices and common feature availability across major eSignature providers; signNow appears first for clarity.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Examples of Requisition Use

These condensed examples show practical ways organizations use a transportation requisition to improve operations and compliance.

Martin Properties — Onboarding Travel

A small real estate firm used a standardized requisition for candidate travel to streamline offers and scheduling.

This reduced booking errors and improved candidate experience.
The firm now stores signed requisitions alongside offer letters and invoices, simplifying reconciliations and reducing manual follow-up when clarifications are needed.

Fertility Centers — Patient Transport

A healthcare provider requisitions transport for patients requiring specialized appointments and support.

Documented consent and cost approval were recorded.
By combining the requisition with a HIPAA-compliant workflow and a business associate agreement with the vendor, the center maintained privacy, ensured timely pick-ups, and clearly allocated payment responsibility.

Practical Tips for Accurate, Efficient Requests

Adopt standard practices to reduce rework, accelerate approvals, and maintain compliant records for payroll and audit purposes.

Use standardized address fields

Require street address, city, state, and ZIP in separate fields to allow address validation and reduce vendor routing errors, which lowers no-show risk and improves on-time performance.

Make approver fields mandatory

Require an assigned manager or administrator approval field and an electronic signature to prevent unsanctioned trips and create an auditable approval chain for payroll and compliance.

Attach vendor quotes and receipts

Store vendor estimate and final receipt with the requisition to document the agreed fare, enable quick reconciliation, and satisfy auditors and accounts payable during reviews.

Preserve the audit trail

Use a platform that timestamps actions, records IP addresses, and retains a certificate of completion to support legal validity under ESIGN and UETA principles.

Frequently Asked Questions

Answers to common questions about completing, signing, and storing Employment Transportation Requisitions in U.S. workflows.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are legally enforceable in the United States under the ESIGN Act (15 U.S.C. ch. 96) and UETA in adopting jurisdictions, provided intent, consent, attribution, and retention requirements are met.
When is notarization required?
Most transportation requisitions do not require notarization. If a specific jurisdiction or payment vendor requires notarization or a signed affidavit, follow that requirement and use RON where permitted.
Can I use remote online notarization (RON)?
RON availability depends on the state; many states permit permanent RON with identity proofing and recording requirements. Verify the state's notary commission rules before relying on RON for notarized documents.
How long must I keep these records?
Retention depends on applicable laws: IRS records generally 3 years (IRC §6501(a)), I-9s per 8 CFR §274a.2, and HIPAA-covered records 6 years (45 CFR §164.530(j)); state rules may require longer retention.
What happens if details are incorrect?
Incorrect addresses, missing approvals, or mismatched names can delay vendor scheduling, cause reimbursement denials, and create audit exceptions; correct and reapprove before payment where possible.
Can I change or revoke an approved requisition?
Yes, changes should follow an established amendment workflow with reapproval and versioning. For already-invoiced or completed trips, coordinate with the vendor and accounts payable to adjust billing or process refunds.

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