Overview

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

Creating a new trip 

Trip Name: Use this naming convention:  Department - Course Code (if applicable) - Purpose of trip

Trip Type: Domestic or International. This determines workflow for approvals and also what documents the participant needs to upload 

Trip Category: used to determine if approvals or financial info is needed 

• 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 fees are automatically charged on the students’ account 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 

Term: required for all trips; indicates the term when the trip will occur

Start Date/End Date: overall start and end dates of entire trip, even if there are multiple destinations 

Trip will be open to applications:

 This toggle defaults to ‘on’ meaning that any participant will be able to apply to go on this trip once it is ‘open’. If the coordinator will be controlling what participants can go on this trip and does not want to have it open for anyone to join, this should be toggled off. 

UNW Participants: Estimate of how many UNW participants will be going on this trip. Needed on all trips but specifically used by Risk Management for International trip insurance projections 

Non UNW Participants: enter 0 if none 

Trip Leader: Uses current employees or students as the pool to choose from; can have multiple. For groups this is the person who will actually be leading the trip. 

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 Swanson, the Travel App administrator 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. 

Deleting a Trip 

If you created a trip by accident or want to delete it and start over, you must first Cancel the trip. Cancelled trips do not show up under All Trips so you must specifically query Cancelled trips in the Status dropdown on the main screen.

Click the action icon for the trip and go to Status tab to Delete the trip.  You can also delete the trip from the Status page at the same time you Cancel a trip.

Destinations  

Enter a separate destination entry for each place visited on this trip.  Arrival/Departure dates should be entered specific to each destination. This may differ from the overall trip start/end dates that were entered on the first screen. 

Lodging: Hotel Name; person’s home 

Lodging Address: 

Contact Name: name of person to contact where you are staying, if known 

Contact Phone: phone number, other than your cell, of where you’ll be staying, if known 

Contact Email: email of contact person where you are staying, if known 

Transportation: choose from the list provided 

Transportation Details : give complete, specific details that may be used to search by in case of an emergency 

Financial Info

Org : choose the Org code that is responsible for this trip. If multiple, choose the main one. This will determine what Financial Manager gets notified to approve this trip. 

Fund : choose the applicable Fund code. If you need a new one, click this icon. This will launch a window where you can request one be created by Accounting Services. 

• 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. 
  

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.
  
  

Approvals 

Domestic trips: Only financial managers need to approve 

International trips:  Always need to be approved by financial manager, VP, and President. If threat level is 3 or 4, Senior Leadership Team will also need to approve. 

Notes:

• 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

Fundraising:  Associate VP for Advancement and Controller need to approve trips that plan to have fundraising.

Students: For trad student participants, student life gets notified to approve each student on the trip, once the trip is closed to participants. Trip Coordinators need to be sure the trip is closed so student life gets notified.  DE gets notified if a DE student is a participant. The yellow circle next to the participant will have a green check when they are approved.

                Approval Process for student life:

This is what the app page will look like when you click the link.  It gives you information about the trip.  You will want to click on the Participants tab to view who is going.

That screen will show you a list of participants and you’ll want to look for the ones where College = PSEO (we’re changing this to say DE in the future). These are the students you would be approving for travel.

You’ll see a green check or red X next to each participant where you can approve or deny.

If you deny, a box pops up where you can add comments as to why you’re making this decision.

Approval flowchart:

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. 

There is also a link to update this info on theROCK which will update it in Banner. 

If participants do not register themselves and will be added manually or via roster, this needs to be done by the Trip Coordinator.

Role:  this will default student, employee, or other if you aren’t a current UNW student or employee. 

Trip Requirements: 

• 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: 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.
  

Status: gives information if any details are incomplete or if approvals are needed 

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. 

To remove a participant from a trip, go to their Status page and click the button to Cancel Application.

iNext Insurance

On the Trip screen, when viewing the participants, you have a button to use for downloading info for the iNext spreadsheet process.

You will get the following information from each participant on the trip.  Cut and paste this information into the formatted iNext spreadsheet that gets emailed to Sheree Meader.

Sidebar links and Dashboards 

My Trips: all trips that you are a trip leader, trip coordinator, or a participant on 

My Approvals: shows Trip approvers what trips need their approval; this is not used for student or background check approvals

Open Trips: all trips that are open for participants to apply

    Use this to view participants on a trip.   

Understanding the dashboard:

• Student role - Status = Requirements Incomplete:  Participant has not completed all their requirements for going on the trip.
  
• Student role - Status = Pending Approval:  Once a trip is closed to participants, student life (for trad) or dual enrollment office (for DE) will be notified to review each student and determine approval status. The yellow circle will indicate green or red status depending on approved/denied.
  
• Other role - Status = Pending Approval:  All participants who are not employees or current students need to have a background check. HR will approve/deny the person based on passing the background check. Yellow circle will indicate status.
• Employee role - Employees are automatically approved.
  

When everything has been completed, the status will show 'Ready for Travel'. The document icons indicate passport and health insurance information which can be downloaded and printed for travel purposes.

All Trips: can search all data for any trip 

Risk Management Dash: used by risk management office to download trip information to send to insurance carrier. Allows the ability to check off trips that have already been downloaded to track if new trips have been added later. This shows international trips only. 

• Use this icon to download the information needed for submitting trip info for insurance purposes.
       
• Once you've downloaded a trip, you can 'check it off' the list by clicking the green checkbox. This helps you know which trips you've already downloaded.
  
        

Create New Trip: add a new trip (only approved trip coordinators can create a new trip)

All Participants: can search by participant on any trip 

Notifications

Automated email notifications are sent from webmaster@unwsp.edu as certain actions happen in the app.

• 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