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The traveler/preparer must separately contact the appropriate agency prior to completing the Pre-Approval to obtain a quote for transportation tickets. The value of that quote must be entered in the "Agency Quote:" field (mandatory field when travel agency is selected). The quoted cost will ultimately be used to compare against the actual ticket cost when the travel agency enters that cost in DocuSign.The The Travel System is integrated with the University Travel Agencies using DocuSign. The "Agency Quote" field is very important in this process.
Please note that the transportation cost must also be entered in the "Estimates" section of the Pre-Approval for budget purposes.
Once all approvals have been obtained, DocuSign will automatically route to the selected travel agency. The agency will enter the actual cost of the ticket as part of their DocuSign signature process. If the actual cost of the ticket(s) exceeds the quoted cost over the amount entered in the "Agency Quote" field beyond the defined thresholds, the Pre-Approval will be denied and will return to "entry" status.
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