Role Names and Definitions
PA and RB refer to Pre-Approval and Reimbursement Request, respectively.
| PA - Reviewer | The Pre-Approval Reviewer is usually someone identified by the department to review requests for completeness and accuracy. This can also be the Traveler if so inclined or there is no business staff identified. |
| PA - Approver | The Pre-Approval Approver can perform all tasks as a Pre-Approval Reviewer but is usually just included in the Pre-Approval Approval Routing step. |
| PA - Secondary Approver | The Pre-Approval Secondary Approver is an optional approver in the Approval Routing step. Some departments require a Reviewer to verify and submit approvals with both the Approver (Required) and the Secondary Approver. |
| PA - Next Higher Authority | The Pre-Approval Next Higher Authority is required for any travel which was outside of the US. |
| RB - Reviewer | The Reimbursement Reviewer is usually someone identified by the department to review requests for completeness and accuracy. This can also be the Traveler if so inclined or there is no business staff identified. |
| RB - Approver | The Reimbursement Approver can perform all tasks as a Pre-Approval Reviewer but is usually just included in the Pre-Approval Approval Routing step. |
| RB - Secondary Approver | The Reimbursement Secondary Approver is an optional approver in the Approval Routing step. Some departments require a Reviewer to verify and submit approvals with both the Approver (Required) and the Secondary Approver. |
| RB - Next Higher Authority | The Reimbursement Next Higher Authority is required for any travel which was outside of the US, Out of state or overnight stay travel without Pre-Approval, and expenses that are more than 110% of the estimate or $200, whichever is greater. |
| Dept Admin | Department Administrator role can manage the three roles not managed by Finance because they are optional. They are Reviewer and Secondary Approver fro bot Pre-Approval and Reimbursements. They can also manage the Department Admin role. The Department Admin role can review all Travel System settings in addition to managing the 3 roles. This role can also re-assign the Assign-To person on either a Pre-Approval OR a Reimbursement request while in a Review status. |
Status Codes
| A status of Entry indicates the document process has been initiated by the Traveler or the On Behalf Of individual. |
| A status of Review indicates the document has been submitted for review by the Traveler or the On Behalf Of individual to the business area for that department. Communication options back to the Traveler or the On Behalf Of individual will be used to satisfy any questions by the reviewer. |
| A status of Approval Routing indicates the document has been submitted for approval (DocuSign) by the Primary Approver identified in the review process of the business area for that department. |
| Travel Pre-Approval process is considered Ready for Travel once the DocuSign process has finished. The Pre-Approval can be re-opened/re-approved prior to the first day of travel. It becomes UNAVAILABLE on the 1st day of travel. |
| A status of Processing indicates the Travel Reimbursement document has been signed off by all roles in the DocuSign process and is now ready for manual steps required for PeopleSoft and the the State of Maryland. |
| Travel Pre-Approval process is considered Completed (Read-Only) once the Travel Reimbursement process has been initiated. Please note the Travel Reimbursement process cannot begin before the first day of travel. Travel Reimbursement process is considered Completed (Read-Only) once acknowledgement that the State of Maryland has performed the EFT or mailed the check. |
| Travel Pre-Approval process can be set to Cancelled (Read-Only) if there is no Travel Reimbursement initiated. Travel Reimbursement process can be set to Cancelled (Read-Only) if workflow status is Entry, Review, or Approval Routing. If workflow status is Processing OR Completed then ONLY the System Administrator can update the status to Cancelled. |
| Travel Pre-Approval process is considered Completed* (Read-Only) when the travel occurs without a required Travel Pre-Approval. This entry is auto created when the Travel Reimbursement process is initiated. |
