Using MyApprovals With MyTravel

• There are 2 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.

• Review the document's 3 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.

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:
  1. The new primary approver receives an e-mail notice.
  2. The document's details will show that the last action was reassignment.
  3. 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:
  1. The reviewer receives an e-mail request to review the document.
  2. After reviewing the information, the reviewer clicks Yes to agree with the data or No to disagree, and can add a comment.
  3. The response is sent to the primary approver and added to the history.

• 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.