Overview

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

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• 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.
• If a trip destination changes and the trip needs to be approved again because of this change, the original trip needs to be canceled and a new trip entered with the new destination.  Once a trip is approved, there is no process for it to be sent through again for approvals without creating a new trip.
• 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

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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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