University of California, Riverside

iTravel



Automated E-Mail Notifications


The Travel System contains specific routing paths for Travel Planning requests and Travel Expense Reports. As Travel Planning Requests and Travel Expense Reports move along the routing path between traveler, travel coordinator and approvers, automated e-mail notifications are generated. Following are details and examples of Travel System e-mail notifications.

Who

Travel System roles define the routing path of Travel Planning Requests and Travel Expense Reports. Travelers, Travel Coordinators and Travel Approvers will each receive e-mail notifications as travel system entries move through designated routing paths.

What

Travel planning requests will initiate e-mail notices between the Traveler and Travel Coordinator. Travel expense reports will initiate e-mail notices between the Traveler, the Travel Coordinator, Travel Approvers and Accounting.

The e-mail messages contain the Trip ID, Traveler Name, their assigned org. value and status of the trip. In addition a link to the travel system is included for further convenience. It is important to remember that these announcements are system generated and users should not use the REPLY option.

When

Automated e-mail messages are generated as the following actions are initiated:

  • To the Travel Coordinator: When a Traveler submits a Travel Planning Request to the Travel Coordinator. This notification indicates a travel planning request has moved to the Travel Coordinator's "Work in Progress" queue.
  • To the Traveler: When a Travel Coordinator approves a planning request and the status changes to allow for expense reporting. This notification indicates the travel planning requests has moved to the Traveler's "Work in Progress" queue.
  • To the Travel Coordinator: When a Traveler has completed travel expense entry and the expense report is submitted to the Travel Coordinator. This notification indicates the travel expense report has moved to the Travel Coordinator's "Work in Progress" queue.
  • To the Traveler: When a Travel Coordinator has finalized the Travel Expense Report and returns the trip to the Traveler for Approval. This notification indicates the travel expense report has moved to the Traveler's "Approval" queue.
  • To the Department Approver: When the Traveler has approved the Travel Expense Report and submits the trip to the Department Approver. This notification indicates the travel expense report has moved to the Approvers "Approval" queue. Depending on the traveler's routing path, the department approver may be both the pre-approver and final approver.

Example

Listed below is an example of a Travel System generated e-mail announcement:

The e-mail messages contain the Trip ID, Traveler Name, SAA (with assigned org. value), status of the trip and other trip details (e.g., destination, purpose, etc.).

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More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Department Information

Computing & Communications
Computing & Communications Bldg.

Tel: (951) 827-4741
Fax: (951) 827-4541
E-mail: travelfeedback@ucr.edu

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