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Using MyApprovals With MyTravel

Follow these steps to use MyApprovals for MyTravel documents.

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1. Open the MyTravel document in the MyApprovals system.

  • There are 2 ways to open a document:
    • If you have the email that informed you that a document is waiting for approval:
      • The email 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 email will open.
    • To open a document without an email 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.

2. Review the approval status and other details.

  • 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 email 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.

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:
    1. The new primary approver receives an email 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 email 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.

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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Note: This page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/myapphelp
Notice: UC San Diego travel policy, as published in Blink, is decisive. It has been adapted to UC San Diego's organization, delegation of authority, terminology, chart of accounts and processing applications. The source for UC San Diego travel policy is UC Travel Policy and Regulations (PDF).