Processing University Travel requests

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University Travel requests

University travel requests require a three-stage approval process which is handled by an automated system.

If you’re listed as an approver for a department/school, you will receive approvals for University Travel requests. You will receive these approval requests via Teams and Outlook simultaneously and you can respond via either application. Once you have responded, the notifications in Teams and Outlook will be updated and the request will proceed to the next stage of approval.

Contents:

• Approval notifications via Microsoft Teams
• View request details in Teams
• Make a decision via Teams
• Reassign an approval request
• Pin the Approvals app in Teams
• Revisit approval requests in Teams
• Approval notifications via Outlook
• Make a decision via Outlook
• Viewing full request details
• Contact

If you think you’ve received an approval in error or need the approver to be updated, please contact insurance@worc.ac.uk.

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Approval notifications via Microsoft Teams

When you receive an Approval you’ll be notified via Microsoft Teams. Select the notification to navigate to the Approval request.

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View request details in Teams

The approval notification will contain the basic details of the request. To see more information about the request, select ‘View request details’ within the Teams approval notification. This will link you to the SharePoint list item for the relevant request, containing additional information about the request.

For further information about viewing request details, please see the ‘Viewing request details’ section below.

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Make a decision via Teams

Use the Comments field to send your notes to the next approver, please note that comments are internal only and cannot be viewed by the requester or traveller.

To make a decision, choose Reject or Approve from the bottom-right corner of the Approval notification window.

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Reassign an approval request

If you need to reassign a request this must be done via Microsoft Teams.

1. Select the Reassign button from the bottom-left corner of the Approval notification.
2. Enter the name or email of the desired recipient into the ‘Reassign to’ field and select the correct person from the results.
3. Choose Confirm to complete the reassignment.

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Pin the Approvals app in Teams

You can add the Approvals app to your app bar in Microsoft Teams to make it easier to revisit any approval requests you’ve received.

1. Select ‘View more apps’ (…) from the app bar in Microsoft Teams, found on the left-hand side of the interface.

2. In the app search box, type in Approvals then select the result. It will add the app to your app bar.

3. Right-click on the Approvals app in the app bar on the left-hand side then choose ‘Pin’.

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Revisit approval requests in Teams

If you want to revisit an approval without looking for the notification, you can do this by going to the Approvals app in Teams.

1. Left-click the environment selector in the top-right corner.
2. Choose ‘UX Live’.
3. Select the approval request you want to review.

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Approval notifications via Outlook

When you receive an Approval you’ll be notified via Microsoft Outlook. Select the approval email to view details and access the decision options.

Can’t find the email?

If you’re using the Focused Inbox mode in Outlook and cannot locate an approval request email, please check the ‘Other’ tab. If you find an approval in this section, right click on it then choose Move > Move to Focused inbox. Select Always move to Focused inbox if you want all future messages from the sender to be delivered to the Focused tab.

Focused Inbox for Outlook

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View request details in Outlook

To view the request details from an Outlook email, select ‘View request details’. This will link you to the SharePoint list item for the relevant request, containing additional information about the request.

For further information about viewing request details, please see the ‘Viewing request details’ section below.

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Make a decision via Outlook

Use the Comments field to send your notes to the next approver, please note that comments are internal only and cannot be viewed by the requester or traveller.

To make a decision:

1. Select Approve or Reject. This will load the optional comments field.
2. Provide a comment (optional)
3. Select Submit.

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Viewing full request details

The SharePoint list should contain the necessary information to process the request.

Please note: If you require further information about the travel request, you will need to view the Microsoft Forms response. To do this, simply select ‘View Forms response’ for the desired request. This will link you to Microsoft Forms, loading up the Forms responses.

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Contact

If you have any questions that this FAQ doesn’t address or if you think you’ve received an approval in error, please contact insurance@worc.ac.uk.

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