Overview

The following information explains the different features of the Travel Application and how to use it. 

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Trip Coordinator: This list is controlled by the Travel App administrator who controls who approved coordinators can be. Only  these trip trip coordinators can add new trips and add trip participants. Contact Cindy Swanson, the Travel App administrator to be added as a trip coordinator. There can be multiple. This is the person who is responsible for all information about trips and participants in the travel app but may or may not be actually going on the trip. 

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There is also a link to update this info on theROCK which will update it in Banner. 

If participants do not register themselves and will be added manually or via roster, this needs to be done by the Trip Coordinator.

Role:  this will default student, employee, or other if you aren’t a current UNW student or employee. 

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• Financial Manager (FM) is notified when a trip is submitted for approval
• VP is notified after FM has approved trip (international trips only)
• President is notified after VP has approved trip (international trips only)
• SLT Admin is notified if international trip is Level 3 or 4. Any VP can approve a trip on behalf of SLT.
• Director for Advancement Operations is notified on any trips that have fundraising as an option, once the trip has been approved
• Gift Receipting supervisor is notified on any trips that have fundraising as an option, once the trip has been approved
• Controller is notified on any trips that have fundraising as an option, once the AVP has approved
• Participants are notified if they are added to a trip by someone else
• Participants, trips leaders, and trip coordinators are notified if something on the trip changes after it has been approved
• Trip Leader and Trip Coordinator are notified when all approvals for trip are complete. Trips cannot be open to participants until all approvals are done (excluding fundraising approvals)
• HR is notified when someone other than a student or employee is a participant on the trip so a background check can be done. 

  This is fired off when you add participants to a trip using the "Lookup (Other)" option.  That option filters for people who are not students and not employees, and when you add them through that interface, it fires off the background check email to everyone added that way.

• Student Life/DE is notified when a trip is CLOSED to participants signing up so they can review and sign off on all student participants

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