Travel authorizer
Steps for Travel Authorizer
Travel Authorizers are responsible for reviewing, confirming, and approving travel requests, for more information on your role, refer to the Travel Authorizers User Guide.
All MacEwan students and employees participating in University Travel outside the Greater Edmonton area must adhere to the Travel Policy and ensure that all steps leading to departure are completed including travel authorization and registration.
STEP 1: Ensure request is related to University Travel
Ensure submitted Travel Authorization Form requests for travel fall under the definition of University Travel. Refer to the Travel Authorization Matrix.
STEP 2: Review the submitted Travel Authorization Form
When reviewing the Travel Authorization Form:
Verify form used is current.
Review the hazard assessment, if applicable, for completeness.
When travel includes hazardous activities, review the traveller's Travel Emergency Preparedness plan.
Group Travel
Only one Travel Authorization Form needs to be submitted by the Group Leader for group travel. Group members will have to sign a travel waiver form prior to travel. The Group Leader will collect waiver forms and email them to the Travel Authorizer for retention.
STEP 3: Review travel advice and advisories
It is critical to review the Government of Canada Travel Advice and Advisories.
If the travel includes a country or region where the Government of Canada has assessed the risk level to be “Exercise normal security precautions”, or “Exercise a high degree of caution”, confirm that the travel may proceed as planned.
If the travel is to a country or region where the Government of Canada has assessed the risk level to be “Avoid all travel” or “Avoid non-essential travel”, travel may be denied or modified.
If necessary, consult with Risk and Insurance Services and the Office of Health, Safety and Environment to evaluate insurance coverage and overall preparedness for travel that includes Hazardous Activities.
Health insurance may be null and void due to the Government of Canada assigned risk level.
STEP 4: Ensure traveller completes their travel registration
All students and employees who participate in University Travel must register their trip using International SOS MyTrips (see MyTrips User Guide) and keep their itinerary up to date.
Travellers are also encouraged to sign up with the Registration of Canadians Abroad service when travelling abroad.
STEP 5: Retention of travel forms
Travel Authorizers are responsible for retaining a copy of the approved Travel Authorization Forms and travel waiver forms.
NOTE: The Travel Authorizer's department is responsible for the retention of travel forms for 10 years.