Overview

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

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Personal info defaults in from Banner if the user logged in is a current UNW student or employee. 

If they are not a current student or employee, the trip coordinator will need to register the person for the trip. They must have an ID in Banner since that is where we store birthdate, gender, email, phone, and emergency contact info.  The trip coordinator can submit a ticket to IT if they need a Banner ID created. . Once a Banner ID has been assigned, click on the Participants tab and then the Add Participants button.
Select the Lookup (Other) option.

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A box will popup where you can enter the ID and you should see the person's name appear where you can select it and add them to the trip.

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

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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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