| What to do |
How to do it |
| 1 |
Open the MyTravel document in the MyApprovals system. |
- There are two ways to open a document:
- If you have the e-mail that informed you that a document is waiting for approval:
- The e-mail should contain a link to MyApprovals. Click it to open the Web site, or cut and paste the link into the address window of your Internet browser.
- If you're not already logged in, you'll see the Single Sign-On screen. Log in, using your user name and password.
- The detail page of the document described in the e-mail will open.
- To open a document without an e-mail link:
- Go to MyApprovals.
- If you're not already logged in, you'll see the Single Sign-On screen. Log in, using your user name and password.
- Select MyTravel as the type of document and click Go.
- You will see a list of the documents that you're authorized to approve. Click the event number of any document to see its detail page.
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| 2 |
Review the approval status and other details. |
- Review the document's three sections:
- Summary: The summary includes document information and its current status, which will be one of the following:
- Hold for Approval: Document will not be approved until the status is changed to Approve. The primary approver will receive e-mail reminders every seven days. MyTravel assigns this status when a document contains risk conditions. Typical risks are:
- Expenses exceed certain dollar amounts
- Missing receipts
- Length of travel not as preauthorized
- Index number not as preauthorized
- Hold Until (Date): Document will be automatically approved on the specified date. MyTravel automatically assigns this status when a document does not contain risk conditions.
- Incomplete: Document has changed and cannot be approved until it is completed in MyTravel.
- History: This section is used for audits and contains comments from the system and users. System comments are in grey.
- Detail: This section shows the traveler's name, destination, and a list of expenses.
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| 3 |
Choose your actions, depending on your approver status. |
- Below is a list of possible actions and instructions. Select the appropriate ones, according to your approver status.
All approvers can take these actions:
- Add Comment: Enter your comment and click Submit. The comment will be added to the document's history.
- Update Status: Select one of the following three choices from the pull-down menu and click Submit:
- Approve
- Hold For Approval
- Hold Until (Date)
- Assign Approval: Reassign the document to another approver by selecting a name from the pull-down list. You can add a comment about the reassignment to the audit history. The system also adds a comment about the reassignment. After a document is reassigned:
- The new primary approver receives an e-mail notice.
- The document's details will show that the last action was reassignment.
- The new approver can choose the action for the document.
- Send for Review: Send the document for review to one of the approvers, or to a list of reviewers who have valid e-mail and user IDs. If this optional review is selected:
- The reviewer receives an e-mail request to review the document.
- After reviewing the information, the reviewer clicks Yes to agree with the data or No to disagree, and can add a comment.
- The response is sent to the primary approver and added to the history.
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| 4 |
Confirm the process is complete. |
- When you change the document status to Approve, you'll see this message: Final approval is complete and the transaction has been submitted for processing.
- If the document is set to be approved automatically on a specified date, check the list after that date to be sure it has been removed.
Approved documents are removed from the system daily.
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