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AggieTravel: Report Approvals

There are three types of reports that can be approved in AggieTravel; a Request, a Cash Advance or an Expense Report. 

Access your approvals

You can access your approvals in two ways:

  1. On the menu, click Approvals.
  2. In the My Tasks section of the home page, click the Required Approvals heading, which reflects the number of items that require your attention.

Travel Request Approvals

The request approver can approve the authorization request "as is," or send the request back to the employee.

  • A travel request that does not include a cash advance routes:
    • Traveler → Department Approver
  • A travel request that includes a cash advance request routes: 
    • Traveler → Fiscal Officer → Department Approver → Cash Advance Administrator

Cash Advance Approvals

Typically, processing a cash advance is a three-step process:

  1. The user creates a travel request and includes the cash advance request on the request header.
  2. Once submitted, the request routes for approval (as indicated above).
  3. Once approved, the cash advance request is sent to a Cash Advance administrator who either issues it or returns it to the employee (for example, for additional information). 

If approved by the Cash Advance Administrator, the funds are distributed to the traveler.


  • A cash advance approver may or may not be the employee's manager and may or may not be the employee's expense report approver.
  • A cash advance approver can approve the cash advance "as is," or send back the request to the employee (for example, for additional information).

Expense Reports

Expense Reports route as follows:

  • Travel and Entertainment:
    • Initiator > Fiscal Officer > Department Approver > Central Travel > Fully Approved
  • Procurement Card
    • Initiator > Fiscal Officer > Fully Approved

As an approver, you can review the report and then:

  • Approve an expense report "as is"
  • Attach additional receipt images or documentation to the report - This process is similar to attaching receipts to your own expense reports. Follow the steps in Attach Receipt Images.
  • Adjust expense account allocations:
    1. On the home page, in the Required Approvals section of My Tasks, click the desired report. The report appears.
    2. Click the expense. The expense details appear on the Expense tab.
    3. Click the Allocate button. Adjust the accounting string.
    4. Click Save. The allocation icon appears with the expense.
    5. To approve the report with the revised accounting string, click Approve.
  • Send an expense report back to the employee:
    1. On the home page, in the Required Approvals section of My Tasks, click the desired report. The report appears.
    2. Click Send Back to Employee. The Send Back Report window appears.
    3. Enter a detailed comment for the employee, explaining why you are returning the report.
    4. Click OK.

Receiving email notifications

You can use Profile → Profile Settings → Expense Preferences (left menu) to indicate if you want to receive email notifications for approvals.