Revising an Approved Out of State Travel Request

Question

How do I revise an approved Out of State Travel Request (OSTR)?

Answer

Note: Do not create a new travel request for travel that has been approved

Employee/Departmental Support Staff

1. Locate the approved stamped Out of State Travel Request (OSTR)
2. On the approved request
   1. Strikethrough the incorrect information
   2. Add change next to strikethrough
3. If the maximum authorized cost increases by 10% or $200.00, whichever is greater, the Out of State Travel Request (OSTR) must be signed again by the Department Head through DocuSign
4. Go here to download the DocuSign Print drivers
   Note:  This only needs to be done once
5. Click Print
6. Change the printer to Print to DocuSign
7. Click Print to send (new envelope)  
8. Click Print
9. Click Finish in DocuSign
   Note: You can add documents to the envelope now, here you can upload your supporting documentation
10. Add Recipients to the envelope by filling in the name of the person(s) that need to sign and their email address
    1. The order of recipients should be:
       1. Department Head
       2. VP (total cost of travel exceeds $3500.00)
       3. Travel and Travel@usd.edu (make sure it is just Receives a Copy not needs to sign)
          Note: Signing order can be changed by  Set Signing Order
11. Add a Message to All Recipients by entering the email subject and email message
12. Click next in the right-hand corner
13. Add Fields by clicking on signature and drag it to the line that needs signing
14. Click date signed and drag it to the date area
15. Click Send in the right-hand corner

Travel

1. Performs a compliance review of the request within twenty-four (24) hours of receiving
   1. If corrections are needed
      1. Travel Request is returned to the submitting party with list of corrections
      2. Department makes corrections and resubmits for approval
   2. If no corrections needed
      1. Travel stamps the Out of State Travel Request as revised
      2. Stamped request is emailed to the individual listed in the Return TR to field