I am a traveler:

-before your trip

-after your trip

I am a delegate:

-before traveler's trip

-after traveler's trip

Traveler-before your trip:

Give your delegate the date/time of your trip and your estimated expenses.  Your actual expenses will be recorded after you return.  If you have questions pertaining to what your meal allotment will be, allowable lodging expenses, etc., please refer to the Ball State University Travel Policy.  Please note that travel advances are limited to field trips, international trips, or team travel.

Your delegate will enter a Travel Authorization ("TA") in the Banner Travel & Expense Management module.  This TA will require your approval; you will receive a Travel Workflow e-mail which you must approve prior to your departure.

Once the Authorization is approved, the traveler, or the traveler's arranger (dependent on departmental policy), can then access Egencia to book the traveler's air, hotel, car, or rail.  

If you are attending a conference, send all applicable conference information to your delegate prior to your departure. At that point, follow the Conference Registration Payments procedures to fund the registration expense.

Traveler-after your trip:

Give all original receipts to your delegate.  Verify that the dates/times of your trip match the Travel Authorization you approved prior to departure.  If they do not match, contact your delegate; your delegate will update your Travel Expense Report ("TR") with the appropriate dates/times.

After your delegate completes your TR, the TR will require your approval.  You will receive another Travel Workflow e-mail which you must approve in order to be reimbursed for your travel expenses.  Once your TR has been approved by all applicable parties, you will receive your reimbursement. 

Delegate-before traveler's trip :

The Ball State University Travel Policy should be reviewed prior to entering travel information in the Banner Travel module.  To see the approval chain for your area, contact your administrative coordinator.

Gather all pertinent information pertaining to your traveler's trip.  Assign yourself as the delegate for your traveler in the Travel & Expense Module; go to the traveler's profile and verify that the following fields are completed: remittance address, traveler's e-mail, an approver, and the default funding.

Complete the Travel Authorization ("TA") and click the 'Traveler Review' button - this sends the TA to the traveler for approval.  An e-mail will be sent to the traveler through Travel Workflow; the traveler must approve the TA, at which point the TA is automatically routed to the traveler's "approver" as defined in Banner Travel.  The approver can then forward the TA to additional approvers. 

To forward to additional approvers, mark the "Approve and Add Approver" radio button in the Travel Workflow e-mail you receive, and then enter the next approver's e-mail address (EX: jdoe@bsu.edu) in the "Additional Approver's Email Address" field.  Press "Complete."  If the trip is funded (in-part or in-total) by a grant, please forward to the appropriate Grant Specialist in Sponsored Projects Administration.  If you are the last approver, enter travel@bsu.edu in the "Additional Approver's Email Address" field and press "Complete." 

Once the Authorization is approved, the traveler, or the traveler's arranger (dependent on departmental policy), can then access Egencia to book the traveler's air, hotel, car, or rail.  

In order for the University to pay a registration, follow the Conference Registration Payments procedures.

You can check the status history of any travel document ("TA" for authorizations, "TR" for expense reports) by opening the document, clicking on "Status History," and clicking on "Workflow Approvals."

Delegate-after traveler's trip :

Collect all original receipts from the traveler, and access the original Travel Authorization.  From the approved TA, click 'Generate Expense Report."  Update the Travel Expense Report ("TR") with actual times/dates and expenses.

Complete the TR and click the 'Traveler Review' button - this sends the TR to the traveler for approval.  An e-mail will be sent to the traveler through Travel Workflow; the traveler must approve the TR, at which point the TR is automatically routed to the traveler's "approver" as defined in Banner Travel.  The approver can then forward the TR to additional approvers.

To forward to additional approvers, mark the "Approve and Add Approver" radio button in the Travel Workflow e-mail you receive, and then enter the next approver's e-mail address (EX: jdoe@bsu.edu) in the "Additional Approver's Email Address" field. Press "Complete." If the trip is funded (in-part or in-total) by a grant, please forward to the appropriate Grant Specialist in Sponsored Projects Administration. If you are the last approver, enter travel@bsu.edu in the "Additional Approver's Email Address" field and press "Complete."

Once the TR has been completed, send original receipts to Accounting Office-Travel. The Travel Department is the final approver on all TR's, and once the TR is fully-approved, the traveler is reimbursed.

You can check the status history of any travel document ("TA" for authorizations, "TR" for expense reports) by opening the document, clicking on "Status History," and clicking on "Workflow Approvals."