How the Online Travel Authorization Approval Process Works:

Travel using UCHC and Grants Accounts

1)      Requests created and submitted by a traveler.

A)     By submitting the request, the traveler accepts the details and specifications of the trip.

B)      The traveler will identify two approvers who are authorized to approve the request. Approval by both is required. It is the responsibility of the traveler to choose approvers who has appropriate supervisory authority to review the request.

C)      An optional Third Approver may be designated. Approval by the Third Approver is required for final approval if a third approver is identified.

D)     Additional levels of approval may be included in the approval process depending on the particulars of the request (i.e. the Grants Office must approve trips with expenses using ledger 5 and 6 funds).

E)      Overall Approval of the request requires approval of all approvers.

F)      Any approver may cancel a request. The request may not be restarted if it is cancelled.

G)     Any Approver may return a request to the traveler for a revision. After revising the request, the traveler may resubmit, which starts the approval process from the beginning.

H)     Failure to receive final approval by the designated date of departure will result in cancellation of the request and denial of expense reimbursement.

I)        Approval Processing comprises the following sequential pathway:

i)        Since the traveler submitted the request, the traveler approves the details of the request.

ii)      The request is forwarded to the first approver. The first approver may approve, cancel, or return the trip to the traveler for revision.  If the first approver approves, the request is immediately sent to the second approver. If the request is cancelled, it is permanently finished, and may not be restarted. If the request is returned, the traveler is notified immediately. If no action is taken after 24 hours, the request is forwarded to the second approver.

iii)    The second approver may approve, cancel, or return the trip to the traveler for revision.  If no action is taken in 24 hrs, the third approver (if designated) is notified. If no third approver has been identified, the request is returned to the traveler with a ‘timed-out’ status.  The traveler may then choose alternate approvers and resubmit the request, reinitiating the approval process at the beginning. If the second approver approves even though the first approver has not responded, the first approver requirement is overwritten by the second approver.

iv)    If a third approver is identified, the approver may approve, cancel, or return the request to the traveler for revision. If approved, the request is forwarded to groups of approvers who have specific roles in the approval process. If the third approver cancels, the request is permanently finished, and may not be restarted. If the request is returned, the traveler is notified immediately. If the third approver fails to act on the request, it is returned to the traveler after 24 hours. If the third approver approves even though either first or second approvers failed to respond in their respective 24 Hour approval windows, the request is considered approved and is forwarded on to the group approvers.

v)      Requests that encumber ledger 5 or 6 accounts will be forwarded to a group of Grant approvers after the first, second, (and third) approvals. One approval from the group is sufficient to continue the process. Grant approvers may also cancel or return the request. Requests that do not encumber ledger 5 or 6 accounts will bypass the Grant approval requirement.

vi)    Requests that have destinations outside the contiguous 48 states, or that request travel advances of over $3000.00 are forwarded to the Senior Finance Approvers group for review. Sr. Finance Approvers may approve, cancel, or return a request. One approval from the group is sufficient to continue the process.

vii)  Final review of a request is performed by the Travel Office. The Travel Office may approve, cancel or return a request.  If approved, the request is fully approved and FRS accounts will be encumbered during the evening processing cycle.

2)      Requests created and submitted by a preparer for a traveler.

A)     Preparation of a travel request by a preparer for a traveler follows the rules that are specified above (see “Requests created and submitted by a traveler”)

B)      Requests that are created by a preparer require approval by the traveler.  The traveler may choose to accept, refuse, or return the request to the preparer for revision. By accepting the request, the traveler accepts the specifications of the trip. The process will wait until the traveler takes an action on the request. If the request has not received final approval by the designated date of departure it will be cancelled.

C)      A preparer may choose to accept the request for the traveler, bypassing the requirement for the traveler to accept.

No Cost and Third Party Paid Travel

1)      Requests may be prepared and submitted by a traveler or a preparer.

2)      Two approvers must be identified.

3)      One approval (either approver) is sufficient for final approval.

4)      Either approver may cancel the request.

5)      Either approver may return the request to the traveler/preparer for revision.

6)      Failure to receive final approval by the designated date of departure will result in cancellation of the request.

7)      Approval Processing comprises the following sequential pathway:

A)     The request is sent to the first approver. The first approver may approve, cancel or return the request for revision. If approved, the request is fully approved and no further action is required.  If after 24 hours the first approver fails to act on the request, the second approver is notified. If cancelled, the request may not be restarted. If returned, the traveler or preparer may choose alternate approvers and resubmit the request.

B)      The second approver is only required if the first approver fails to approve within the 24 hour window. The second approver may approve, cancel or return the request for revision. If approved, the request is fully approved and no further action is required. If the second approver fails to act on the request after 24 hours, the request is returned to the preparer. The preparer may then choose alternate approvers and resubmit the request, starting the approval process from the beginning.

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