Approvers

Travel Approvers are an essential part of the travel program.  Approvers use Banner Workflow to approve documents.

Types of Approvers:

  1. Travel Desk: Approves based on university, state and federal guidelines
  2. Supervisory Approver: Approves the traveler’s time i.e. “Yes, this traveler should be working away from their official work station.”  Set up on the Travelers’ Profile form or updated on a TEM Delegate and Supervisory Approver Maintenance Form.
  3. Budget Approver: Approves the budget expense. Set up on a Budget Authority Authorization form.
  4. Proxy Approver: May approve on behalf of another approver when that person is away. Set up by a Proxy Approver Maintenance Form.
  5. Alternate Approver: Approves the budget for an approver traveling on their own budget to prevent a conflict of interest. Preset roles based on budget approval positions.

 

Wondering who is currently approving your travel?

View Approvers Reports

How to...

Step by Step TEM Approval Process

Email: Open the “approval required” email.
  • The subject line shows the traveler name and the document number(s) you’re being asked to approve:
    • Doc# starts “TA” = travel authorization
    • Doc# starts “TV” = travel advance (may be submitted with a TA)
    • Doc# starts “TR” = travel reimbursement
  • Review details in the email body: Purpose, Description, Comments, Reimbursable Amount, etc.
  • Click on the “Workflow” link.
Workflow: Review details in Workflow.
  • If a login screen appears, log in using your universal username and password.
  • Workflow opens. Review the expense subtotals and other details.
  • Scroll down to the bottom of the page, click on the “Travel and Expenses Page” link.
TEM: Review additional details in TEM.
  • If a login screen appears, log in using your universal username and password.
  • The TEM review screen opens. Note links on left: “Preview Report”, “Status History”, “Related Documents”.
  • You will start at “Preview Report”, page 1. Review the traveler’s Itinerary, plus other details.
  • Go to page 2 by clicking on the “2” at the bottom of the screen. Reimbursable expense items are listed here. Click on the “Expand All” link. Review the details for each expense item.
  • Click on “3” at the bottom of the screen. The Funding Summary for the reimbursable amount appears here.
  • Click on “4” at the bottom of the screen. If non-reimbursable expense items were entered, they will be listed here. Review them by clicking on the “Expand All” link.
  • (optional) To review a history of previous approvals, click on the “Status History” link.
  • (optional) If you are approving a TR, you can compare it to the TA that preceded it by clicking on the “Related Documents” link. This will list the TA and all TR’s submitted against it. To review details on any of those documents, double-click on that document number.
Nolij: Review attachments in Nolij.
  • Open a 2nd browser window (to compare Nolij attachments to TEM details). In the 2nd window, log into myWestern, click on “Employee” - under “Technology Tools”, click on “Nolijweb”. Nolij will open.
  • Select “Travel Documents – Travel” from the list in the top-right hand side of screen.
  • Type the travel doc# into the “Report ID” field (uppercase). Hit <Enter>.
  • A folder for that doc# will appear in the pane underneath. Click on that folder. Attachments copied into the folder will appear, listed in a pane to the right.
  • To view any of those documents, single-click on it: a view opens in a pane to the right. Or...to open any of those documents, double-click on it.
  • Review the attachments, comparing them to details on the TEM screen.
  • ENSURE ATTACHMENTS ARE LEGIBLE. For example, if a scanned receipts image is hard to read, contact the traveler and ask them to rescan the receipts with a darker toner level.
Action: In Workflow, select “Approve”, “Deny”, or “Return for Correction”, click “Complete”.
  • Return to Workflow to perform the approval action.
  • Click either “Approve”, “Deny”, or “Return for Correction”. (“Deny” stops any further processing of that document. “Return for Correction” allows the traveler to correct and resubmit the document).
  • If you’ve selected “Deny” or “Return for Correction”, you MUST enter Comments.
  • Click on the “Complete” button at the bottom of the page.
  • Your approval is complete. You can close Workflow, Nolij, and TEM.

 

For more in-depth instructions with screen snapshots, see the Approver & Proxy User Guide.

 

See Additional Details

In Banner Workflow you can click on the blue link for the ‘Travel and Expense Page’ to see additional details of the request.  This will pop up a window that looks like a TEM page.

To approve a document in Banner Workflow select the Approve radio button and “Complete”

 

If returning or denying a document, a comment is required or the document will bounce back to the approver.

For more in-depth instructions with screen snapshots, see the Approver & Proxy User Guide.

 

Please contact Travel.Services@wwu.edu or 360-650-3341 with questions or concerns.

Approval Process

Approvals flow automatically from one approver to the next.

TA's go through three stages of approval:

  1. Travel Services: Ensures no violations of travel policy.
  2. Supervisory: Approves the purpose and business need.
  3. Budget Authority: Approves estimated expenses.*

 

TR's go through two stages of approval:

  1. Travel Services: Ensures no violations of travel policy.
  2. Budget Authority: Approves actual expenses

 

* Grant or Foundation Funds require an additional approval step.

Page Updated 01.06.2016