Travel Authorization User Guide - Ithaca College · Travel Authorization Form User Guide Ithaca College Travel Authorization User Guide Page 11 Last Updated: 9/25/2017 You can click

Parnassus Financials

Travel Authorization

User Guide

Contents Overview ................................................................................................................................................... 2

Process Overview ...................................................................................................................................... 2

Creating a Travel Authorization Form ....................................................................................................... 2

Accessing the Form ............................................................................................................................... 2

Submitting a New Request .................................................................................................................... 3

Review Process ...................................................................................................................................... 8

Saving Your TAF ................................................................................................................................... 10

Viewing Your Form .................................................................................................................................. 10

How to Find Help .................................................................................................................................... 11

Travel Authorization Form User Guide

Ithaca College

Travel Authorization User Guide Page 2 Last Updated: 9/25/2017

Overview The online Travel Authorization Form (TAF) provides travelers and travel approvers with a quick,

accessible, and easy way to submit, plan, and authorize travel requests. By utilizing IC Workflow, the

TAF also offers more transparency and traceability, allowing users to view the status and associated

approvals of their travel requests.

Please Note: Firefox, Chrome, Safari, and Microsoft Edge are the recommended browsers for working

with online TAFs. Internet Explorer has known compatibility issues and is not recommended.

Process Overview Log into IC Workflow

In the “Available Forms” section type “Travel” in the Form Search field located at the top of the

list

Enter your traveler, trip, and expenses information, and be sure to fill in all required fields

o As you enter your information the form will update to show you only the fields that are

applicable to your request

Enter your Departmental Coordinator and Approvers

o You are responsible for knowing and selecting the correct Departmental Coordinator

and Authorized Approvers

Review the policy terms at the bottom of the form and check the checkbox to signify your

acknowledgement of the policy

Click Save Draft or Submit

Each approver will receive an email notification when a TAF is awaiting their approval.

o Only the Approvers selected on the form will receive automatic emails when there is a

TAF awaiting their review

o TAF review notifications are routed to each Approver in order of the approval level you

specified on your form

Check the status of your TAF by viewing it in the Worklist section of the IC Workflow homepage

Creating a Travel Authorization Form

Accessing the Form

The TAF can be found on the IC Workflow Homepage. To access IC Workflow type

https://apps.ithaca.edu in your browser’s address bar, and click the IC Workflow tile (Figure 1).

https://apps.ithaca.edu/


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Figure 1 Accessing IC Workflow

Under the “Available Forms” section on the IC Workflow homepage, type “Travel” in the Form Search

field located at the top of the list. Click the link labeled “Travel Authorization Form” (Figure 2).

Figure 2 Accessing the TAF

Submitting a New Request

1. Complete the “General Information” section with the requestor’s information.

All required fields must be completed. Required fields can be identified by the word

“(required)” in red text.

2. The contents of the next section, called “Traveler Information”, will update based on the

information you provided in the General Information section (Figures 3, 4, &5).


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Figure 3 Traveler Information Fields if Submitting Request for "myself"

Figure 4 Traveler Information Fields if Submitting Request for "a different IC employee or student"

Figure 5 Traveler Information Fields if Submitting Request for "A person who is not a current IC employee or student"

3. After completing the Traveler Information section, continue to the “Trip Information” section

and complete all information you have about the trip.

You can choose to attach documents to your TAF. Once attached, travelers and travel

approvers will be able to view the attached documents.


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o If you have multiple documents to attach, click the “Add Another” link to create

multiple attachments

If you are travelling to multiple destinations, click the “Add Another” link to add

additional destinations (Figure 6).

Figure 6 Adding Trip Information

4. In the “Expenses” section, document all of your anticipated expenses for the trip (Figure 7).

Check the box located to the left of each expense type. As you check off each box, the

Cost fields will appear. Enter the costing information that you have for each expense

type.

As you complete the costing information for each expense type, the form will

automatically calculate the subtotal for each expense type, as well as the total for all

expenses you entered.


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Figure 7 Entering Your Expenses

5. The “Funding Sources, Accounts and Amounts” section will allow you to enter the Parnassus

account numbers the trip should be charged to. You will also need to document any external

funding that will be used for this trip (Figure 8).

If you do not have the account information, you can skip this section. However the next

person to review the request will be required to enter the appropriate account

number(s).

If you have multiple accounts or sources of funding, click the “Add Another” link to

create a new line.

Figure 8 Adding Account and Funding Information

6. If the trip meets the criteria for requesting a Cash Advance, the Cash Advance section will

appear. Enter the account number to be used for the cash advance as well as the amount. You

can add multiple lines using the “Add Another” link.

7. The Departmental Coordinator and Authorized Approver(s) sections allow you to specify who

needs to review and approve your trip (Figure 9). You are responsible for knowing and selecting

the correct individuals who need to review your request.


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Your request will only be sent to the individuals you have specified in the Departmental

Coordinator and Authorized Approvers Section.

Figure 9 Departmental Coordinator & Approver(s) Section

If your department requires you to submit your travel requests to a Departmental

Coordinator for review, you must complete the Departmental Coordinator section of

the TAF.

o If specified, the Departmental Coordinator will be the first individual to review

the TAF. It is the responsibility of the Departmental Coordinator to review each

TAF they receive for accuracy and to verify that the correct account numbers

and appropriate Approvers are entered on the form.

o Departmental Coordinators will be able to edit the information on the form, but

only if it is their turn in the workflow to review the TAF.

In the Departmental Coordinator section click the “Name” field and a “Directory” dialog

box will appear. Enter the name, ID, or email address of your Departmental Coordinator

(Figure 10).

o The “Directory” search will display all Ithaca College employees whose name, ID

number, or email address matches your search term


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In the Approvers section click the “Name” field for each approval level your trip needs to

go through. As you click in each “Name” field, you will receive a pop up dialog box that

will allow you to search for and choose your approver(s).

o Each Approver will be able to edit the information on the form, but only if it is

their turn in the workflow to review the TAF.

You also have the option to add an additional recipient for your TAF. This recipient will

receive an email with a copy of the request when the review process is complete.

Figure 10 Name Search Dialog Box

8. In the very last section (“Additional Information and Policy Confirmation”) enter any comments

you would like to add to your TAF. Once done, read the acknowledgement text below, and

check the checkbox to confirm that traveler understands and agrees to those terms (Figure 11).

Figure 11 Adding Additional Comments & Policy Acknowledgement

9. Once you have completed your form, click “Submit”.

10. Your completed form will now be listed in the “In Workflow” section of the IC Workflow

homepage. You can view the form clicking the link listed for it.

After you submit your form you will not be able to make any further changes. If you do

need to make a change contact the current reviewer of the TAF for assistance.

Review Process

Once you have submitted your form, it will automatically be routed to each reviewer that you specified.

The diagram below demonstrates the flow of your TAF through the review process. If you are a Travel

Authorization Reviewer, please review the Reviewer’s Guide for information on how to review a travel

request.

https://www.ithaca.edu/financial_services/docs/userguides/taf_reviewer_guide.pdf


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1. When your form is submitted, it will be sent to each individual you have selected on your

request in the order of the approval level you specified on the form.

Your request will only be sent to the individuals you have specified in the Departmental

Coordinator and Authorized Approvers Section.

If your form contains a Cash Advance request, it will also be routed to Travel Services

after all other reviewers have approved your TAF.

After you submit your form you will not be able to make any further changes. If you do

need to make a change contact the current reviewer of the TAF for assistance.

2. Each reviewer that you listed on your form will receive an automatic email notification when a

form is awaiting their review. Once the review process is complete all individuals associated

with the form will receive an email containing a PDF of the final request.

If your travel request is denied, the decision is final and the request is complete. A new

TAF must be submitted if additional changes are needed.

Saving Your TAF

In the event that you are not able to complete your TAF, you have the option to save an incomplete

form.

1. Click the “Save Draft” button located on the bottom of your form.

2. You should receive a confirmation that your form was saved (Figure 12). When you receive that

confirmation you can click “Close” to exit the form.

Figure 12 Saved Draft Confirmation

3. Your saved form will now be listed in the “In Workflow” section of the IC Workflow homepage.

Your saved form can be reopened by clicking the link listed for it (Figure 13).

Figure 13 Saved Draft Listing in Workflow Section

Viewing Your Form Once you have submitted or saved your form it will now appear in your “In Workflow” listing on the IC

Workflow homepage.


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You can click on your submitted form to view the status of your request. If you have submitted your

form for review, any actions taken on your form will be displayed in the audit trail at the very bottom of

the form (Figure 14).

Figure 14 Audit Trail Notes

How to Find Help In the event that you need help accessing or using the TAF, below is a list of resources who can assist

you.

If you have an issue accessing IC Workflow contact IT by emailing [email protected], or by

calling 607-274-1000

If you need assistance with filling in your form, or assistance with the review process, please

contact Travel Services by emailing [email protected], or by calling 607-274-1000

If you have a question regarding travel policies or procedure, please contact Travel Services by

emailing [email protected], or by calling 607-274-1000

mailto:[email protected]



Documents

Travel Authorization User Guide - Ithaca College · Travel Authorization Form User Guide Ithaca College Travel Authorization User Guide Page 11 Last Updated: 9/25/2017 You can click