Overview
The following information explains the different features of the Travel Application and how to use it.
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Travel Details: gives information about the trip, however, participant can update details here that are specific to them if they are different from the rest of the group. They can add more destinations here as well.
Scholarships: if a student participant has a scholarship amount entered, below is an example of how it will be applied to their student account:
Example: Trip is to be billed to the student in 2 installments. #1 is $50 and #2 is $100. A scholarship is entered in the Travel App for $75. The scholarship will be applied when the charges get billed.
The first installment of $50 will get billed and $50 of the scholarship will get applied, leaving $25 remaining of the scholarship that will be applied when the second billing of $100 gets sent.
This will keep a student from getting a scholarship for more than they were billed at any one time.
If a student has already had scholarship funds applied and then cancels or the trip leader changes the scholarship amount to less than what was already applied, the trip leader will need to contact student accounts directly to get the account corrected. If they change the amount to something lower, but still higher than what was applied, the app will track the remaining balance based on the new amount.
To remove a participant from a trip, go to their Status page and click the button to Cancel Application.
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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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