Obtain a TAN
Before you can book your trip, you require advance approval. This authorization to travel is granted based on the estimated cost of your trip. To obtain approval to travel, you can submit your Travel Request (TR) via the Expense Management Tool (EMT)
You can apply the information in a trip plan (available using the
Portal’s Trip Planning tools) directly to the EMT as the basis for your TR. Data in the trip plan is automatically added to your TR, reducing the need to manually re-enter prices and other information, and reducing the potential for error.
Creating a TR from a trip plan is a 5-step process:
- Create a trip plan using the portal tools.
- Create a Travel Request Header in the EMT.
- Add Expense Categories and amounts to the TR.
- Select your approver.
- Submit the TR for your approver’s review.
What is a Travel Request Header?
A travel request header is like the cover page of a travel request. It contains information
such as the travel request name, trip purpose and dates.
What is an expense category?
An Expense Category is the type of expense, for example, "taxis" or "parking". When you add
an expense category in the EMT, you also need to
enter the amount and details.
You will receive a system-generated email when your TR has been approved. Your Travel
Authorization Number (TAN) number will be automatically generated and will appear on the
Concur
Central page beside the travel request name in the EMT.
You can now use your TAN to book your trip
How do I get a TAN if I don’t have access to the EMT?
Every department has a TAN administrator. They make decisions about who become TAN holders.
Employees who need a TAN but who do not have access to the portal can reach their TAN
Administrator either in person, by e-mail, fax or telephone.
Processing a Travel Request
An EMT TR approver may be either a recommender or an approver.
Travel Request Recommender
A person assigned the "Travel Request Approver"
role in EMT, but without authority under Section 32 of the Financial Administration Act (FAA).
This person will review a TR and then forward it to another recommender for review, or to an
approver for authorization. For example, a supervisor will often review TRs and then submit them
to their manager for final approval.
Travel Request Approver
A person assigned the "Travel Request Approver" role in the EMT with authority under Section 32 of the
FAA. This means they have the
authority to approve travel.
Note: You cannot assign an individual with only Section 32 authority to be an approver in
the EMT. For example, the employee administrator cannot set most administrative assistants up as
approvers in the EMT. EMT approvers must also have expenditure initiation authority.
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