Overview

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

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• Enter a total amount of the trip in the Estimated Total Trip Cost box. 
  
• If participants will need to pay a part of the cost, enter the individual amount that each participant should be charged in Participant Cost. 
  
• Enter the last date that participants will be able to receive a refund in the No Refund Date box. 
  
  
• Select how the trip will be funded on the left side.
  • As you toggle the options, prompts will appear for what should be entered.
  • The individual line amounts will need to equal the Estimated Total Trip Cost in order for the trip to be created and sent on for approvals. 
    
• If there is a participant cost, for students, you will enter the amount due in the Student Account Billing Schedule and the Billing Date. 
  • There can be multiple payments. The first payment may be a deposit. The information entered here will be used to automatically charge the students’ account for the amount you entered on the date you entered. 
• For non-students who need to be billed, enter that data in the Non Student Billing Schedule area. That information will be sent to Accounts Receivable to manage the billing. 
  

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Trip Status

• At any time you can click STATUS in the menu bar.  If all requirements for the trip have been met, each area will be green. If some requirements are still needed, that area will show up as red. You can click on the bar and it will take you to the screen and indicate what fields are missing. 

• Once the status of all areas is green, the Submit Trip for Approval button will be active and ready for you to submit the trip for approvals.  Once you submit the trip, the financial manager will receive an email notifying them to approve. 

• You can also cancel the trip at any time from the STATUS screen.
  
  

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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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