Overview
The following information explains the different features of the Travel Application and how to use it.
...
- Academic – trips coordinated by academic departments (other than Nursing and Music); these are trips where the student will register for a course in Banner so the user will be prompted to enter the course ID when they choose this category
- Athletics – used for any sports team that is traveling overnight for a game
- Conference – used by employees or students who are attending a conference
- Department – Employee – used for individual or group employee overnight trips that aren't conferences
- Missions – mission trips for any reason and any department
- Music – used by Music department only for student trips
- Nursing – used only by Nursing department for their student trips. These program fees are automatically charged on the students’ account processed through the tuition and fee billing process so by choosing this category, it bypasses the Financial Info page
- Student Life – used for student leader or student experiential trips
- Study Off Campus – used for all students who are in an academic study program for a semester where they aren’t attending classes at UNW but are still enrolled as a UNW student
...
Trip Coordinator: This list is controlled by the Travel App administrator who controls who approved coordinators can be. Only trip coordinators can add new trips and add trip participants. Contact Cindy SwansonRisk Management, the Travel App administrator to , at riskmanagement@unwsp.edu to be added as a trip coordinator. There can be multiple. This is the person who is responsible for all information about trips and participants in the travel app but may or may not be actually going on the trip.
...
Org : choose the Org code that is responsible for this trip. If multiple, choose the main one. This will determine what which Financial Manager gets notified to approve this trip.
...
- 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 will be charged responsible to pay 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 Payment Schedule and the Billing Payment Due 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.
- communicate the payment expectations to students.
- If there is a participant cost for non-students, enter that data in the Non Student Billing Payment Schedule area. That The information entered here will be sent to Accounts Receivable to manage the billingused to communicate the payment expectations to non-students.
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.
...
International trips: Always need to be approved by financial manager, VP, and President. If threat level is 3 or 4, Senior Leadership Team the President's Cabinet will also need to approve.
...
- Emergency Contact information defaults in from Banner but it gives an EDIT option if the participant wants to have different contacts for this trip only.
- Passport, Health Insurance card, and Health Care Directive documents can be uploaded and retrieved here. - Participant receives a warning message on the screen if document will expire before the trip ends.
- Health Information: Vaccination information will default in for students from Banner but that can also be overwritten here. Use Edit button at the bottom to update any health information.
- Financial Contract: for trips that require the participant to pay a fee, this section will appear where they will be required to agree and submit. For current students, the wording will explain that it will be billed to their student account. For employees and others, it will indicate how they will be billed and how they can pay.Willful Participation
- Willful Participation: employee and other participants will be required to agree to this for all trips. Students sign this when they become a student here so they won’t see this on the travel app.
...
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.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.
To remove a participant from a trip, go to their Status page and click the button to Cancel Application.
...
- 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 Cabinet Admin is notified if international trip is Level 3 or 4. Any VP can approve a trip on behalf of SLTCabinet.
- Director for Advancement Operations is notified on any trips that have fundraising as an option, once the trip has been approved
- Gift Receipting supervisor Processing Manager 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
...