...
- If any approver decides to deny a trip or wants more information (labeled ‘Needs Work’) prior to approving, they have that option and will be required to enter comments if either of those options are selected. The trip coordinator will receive an email with whatever action the approver has taken.
- Once the trip has been approved, the trip coordinator can open the STATUS page on the trip and when ready to open the trip for participants, can activate the trip.
- This allows for a trip to be submitted for approvals, well in advance of actually making it available for participants to register for the trip. This is important for international trips that need to be in the system and approved prior to June 1 for the upcoming academic year.
- The trip coordinator can also close the trip to participants at any time on the STATUS page of the trip.
- Approval of trip participants is actually a separate process from submitting requirements. Approval can happen at any time independent of whether or not the participant has submitted all of their necessary documents - in that case, the participant's status will reflect this with 'Requirements Incomplete'. If they complete their requirements, but do not yet have approval, their status will go to 'Pending Approval'. If they have both of these things, their status should update to 'Ready for Travel'.
Approvals work differently for different types of participants
- Students go through approval by student life if the trip is International or Domestic and over 5 days
- 'Other' participants go through approval by HR to ensure that necessary background checks have been completed
- Employees are automatically approved
Fundraising: Associate VP for Advancement and Controller need to approve trips that plan to have fundraising.
...
If you deny, a box pops up where you can add comments as to why you’re making this decision.
Non-UNW participants: participants flagged as 'Other' will need HR approval pending a background check.
Participants
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.
...