Entering an itinerary

If you are entering a travel request, your administrator may allow you to enter itinerary information such as cities and dates for travel and hotel reservations. If you see an Itinerary button on the Edit Pre-Authorization Request screen, then you can complete the steps that follow to fill out your itinerary electronically.

Your administrator’s settings determine whether itinerary entry is optional, or required in order to submit a travel request. If it is required, then you will have to enter, at minimum, two lines of travel reservations and one line of hotel information.

To enter an itinerary for your pre-authorization request

1. From the Edit Pre-Authorization Request screen, click Itinerary Info. The Itinerary Information screen appears.

2. Under General Information (user-defined label), provide the following data. All check boxes are blank by default. Your administrator's settings determine which questions appear in this section as well as the text of the questions.

1. Indicate whether a receipt is required per contract.

2. Indicate whether any part of the trip is being provided by outside sources. If yes, then list the percent and source company in the field to the right.

3. Indicate whether your trip includes international travel. If yes, list the countries that you will be traveling to in the field to the right.

4. Indicate whether you have submitted an approved ITN form, which is required for international travel.

3. Under Security Information (user-defined label), provide the following data. All check boxes are blank by default. Your administrator's settings determine which questions appear in this section as well as the text of the questions.

1. Indicate whether this trip will require access to classified information.

2. If yes, indicate whether you have notified the company security office.

3. Indicate whether this trip requires you to certify the unavailability of United States carriers.

4. Indicate whether you will require the use of military aircraft for this trip.

4. Under Travel Reservations, enter the following information about your travel plans. If you are entering multiple destinations, you must enter them in chronological order from first to last.

1. Enter the date when you will depart.
   Hint: Both here and in the Hotel Information area, you can enter the dates manually. You can also click to the right of any date field to select a date from a calendar.

2. Enter the city that you are traveling from.

3. Enter the city that you are traveling to.

4. If applicable, enter the staff person who you will be traveling with in the Accompanied by field.

5. Enter the means by which you will be traveling. For example, air.

6. If your travel plans include multiple destinations, repeat the above sub-steps for each additional city that you will be traveling to. If you are traveling to three or more cities, you will have to click Add before you enter information for each of lines three and up.
   
   Note: If needed, you can delete a travel reservations line.

5. Under Hotel Information, enter the following information about your lodging and rental car needs. If you are entering multiple cities where you will require lodging, you must enter them in chronological order from first to last.

1. Enter the city where you will be staying.

2. If you have a hotel preference, enter it, or just enter None.

3. Enter the range of dates when you will be staying at the hotel.

4. Click the Conference or Seminar Attended? check box, if applicable.

5. Click the Rental Car Required check box, if needed.

6. If your travel plans include multiple cities where you will be staying overnight, click Add and repeat the above sub-steps for each additional city where you will be staying.
   
   Note: If needed, you can delete a hotel information line.

6. Click OK. The Edit Pre-Authorization Request screen reappears. The Itinerary Info button image changes to indicate that you have entered itinerary data.