**INSTRUCTIONS FOR COMPLETING ITM ELECTRONIC ROUTING INFORMATION FOR
ROUTING USERS FORM**

***(For Headquarters Servicing Area [ONLY]{.underline})***

**General Guidance:**

The Integrated Travel Manager (ITM) Electronic Routing Information form
is used to set up or update routing offices in the Integrated Travel
Manager database. Electronic routing in ITM is the systematic movement
of electronic documents to various pre-determined individuals for review
and approval.

Every traveler must have routing information established to be able to
use the ITM Software. It is the responsibility of each organization to
provide routing information to the NOAA FSD Travel Team. Routing
information must be submitted using the attached "ITM Electronic Routing
Information For Routing Users"form. This form is composed of header
information and two tables. Table 1, "Reviewer or Approver Designations
and Order of Routing" provides information concerning the individuals
who will be electronically reviewing and approving travel documents and
the order in which they will perform this function. Table 2, "Travelers
Subject to Routing Designated on Table 1", provides information
concerning the travelers subject to the routing established on Table 1.

Two major considerations when developing the routing information are:

1\. Can the same review or approval routing information be used for
multiple travelers in the organization or is different routing
information needed for various travelers in the organization.

2\. Should the same review or approval routing information be used for
all three travel document types (local travel vouchers, travel
authorizations, travel vouchers) or is different routing information
needed for one or more of the document types.

Since travelers cannot approve their own travel documents, individuals
established as approvers (last level) on Table 1 cannot be listed on
Table 2 as travelers subject to the approval on Table 1. Therefore,
organizations will need to complete at least two routing forms.

This information needs to be provided to our office via email attachment
to [Clientservices@noaa.gov .](mailto:Clientservices@noaa.gov .) If you
would like to obtain an electronic format of this form, it is available
on the FSD Home Page at
[http://www.ofa.noaa.gov/\~FSD/](http://www.ofa.noaa.gov/~cams/) under
Integrated Travel Manager (ITM) Information, ITM Forms.

Please contact the CBS Client Services Help Desk if you need further
assistance in completing the Travel Information Form @ 301-427-1023.

**HEADER INFORMATION**

The individual completing the forms must provide a contact name and
phone number. They must also provide the name and phone number of their
LAN Administrator, their office's FSD Organization Code and the current
date. The Travel Manager Systems Application Administrator(s) will
provide the information needed in the Finance Use Only block, when
making changes to your form ***[do]{.underline} [not]{.underline}***
edit this field.

**Table 1 - REVIEWER OR APPROVER DESIGNATIONS AND ORDER OF ROUTING:**

**Doc. Type -** Indicate the document type this routing is to be applied
to. Valid selections are LVCH - local vouchers, AUTH - authorizations,
and VCH - travel vouchers. If the routing is the same for all document
types, you may enter ALL.

**Level -** Indicate the order for electronic review and approval of a
document. There can be up to five levels of review or approval with one
(1) being the first level to which documents will be routed. All levels
prior to the last level are review levels with the last level being the
approval level. For each level, one or more reviewer(s) or approver(s)
may be assigned. However, when any person on a level reviews or approves
a document, the level is completed and the document will pass to the
next level. It is recommended that at least two individuals are
designated at each level to avoid delays in routing.

**Status Stamp Applied -** Indicate the status stamp (REVIEWED or
APPROVED) to be applied by this level.

**Reviewer or Approver Name -** The names of employees who are being
designated to electronically review or approve travel documents.

-   All reviewers and approvers will be given Group Access. See
    explanation below.

    **SSN -** The Social Security Number of the employees designated to
    electronically to review or approve travel documents.

    **Table 2 - TRAVELERS SUBJECT TO THE ROUTING DESIGNATED ON TABLE 1**

    **Traveler Name -** The employees who will be subject to the review
    and approval routing designated on Table 1.

    **Social Security Number -** The Social Security Number of the
    employees identified as travelers subject to the review and approval
    routing designated on Table 1.

    **Group Access -** Valid entries are "Y" or "N". An individual given
    group access will be able to create, view, and print all travel
    documents for all employees in the group. Individuals not given
    group access will only be able to access their own travel documents.
    All reviewers/approvers will automatically be given group access.

-   Since individuals given group access are able to view employee names
    and Social Security Numbers, this designation should be restricted
    to those individuals who will be performing Travel Manager functions
    for various group members.

    **PROCEDURES ON COMPLETING THE FORM:**

    1\. Prepare a list of all travelers within your organization. This
    would include all employees within your organization since every
    employee has the potential of performing local travel.

    2\. Prepare a list of all individuals who will be either a reviewer
    and or an approver of the travel documents within the organization.

-   You may have different reviewers and approvers for each document
    type, i.e. local travel, travel authorizations, and travel vouchers.

    3\. Determine alternates for each reviewer and approver.

-   Every approver should have at least one alternate. An alternate for
    a reviewer is optional.

    4\. Determine which reviewer and approver will be responsible for
    what group of travelers.

-   A separate routing form will need to be created for each approver. A
    reviewer can be the same individual throughout each group.

    5\. Separate the travelers within the organization into their
    respective groups. Our recommendation is to simplify the routing as
    much as possible by centralizing the functions of the reviewer and
    approver within the organization.

    6\. Determine the order for electronic review/approval of a
    document. For example, if there are three review levels before the
    approver, ascertain who will be reviewer number one, reviewer number
    two, and reviewer number three. There can be up to five levels of
    review/approval for each document type.

-   All levels prior to the last level are review levels with the last
    level being an approval level. Also for each level, one or more
    people may be assigned. However, when any one person on the same
    level reviews/approves a document, the level is completed and the
    document will pass to the next level.

    **HELPFUL DEFINITIONS**

    **Travel Document Types:**

    **LVCH:** Local Voucher for local travel claims.

    **AUTH:** Travel Authorization, Official travel request form.

    **VCH :** Travel Voucher, Official claim form for TDY travel
    reimbursement.

    **Reviewer -** Individual within the organization responsible for
    reviewing travel documents, i.e. administrative officer or budget
    officer.

    **Approver -** Individual within the organization responsible for
    approving travel documents.

    **Approval Level -** Indicate the order for electronic
    review/approval of a travel document. There can be up to five levels
    of review/approval for each document type. **NOTE:** All levels
    prior to the last level are review levels with the last being an
    approval level. Also, for each level one or more people may be
    assigned. However, when any one person on the same level reviews or
    approves a document, the level is completed and the document will
    pass to the next level.

    **Group Administrator -** An individual who will be able to create,
    view, and print travel documents for all employees within the group.
    **NOTE :** Since group Administrators are able to view employees
    names and Social Security Numbers, this designation should be
    restricted to those individuals who will be performing Travel
    Manager functions for various group members.

    **Electronic Routing -** Travel Manager automatically routes
    documents for electronic signature once the travel document has been
    electronically signed by the traveler. Travel Manager will generate
    an electronic routing list and route the document to the next person
    on the list for review/approval. The routing information is carried
    with the document.

    **Document Status -** Indicates current status of an electronic
    document and provides the history of a document. Valid Document
    Status Codes are:

    **Created:** Document exists in the preparation stage or is
    completed awaiting traveler's or creator's electronic signature
    depending upon the document type i.e., travel authorization, travel
    voucher, local voucher.

    **Signed:** Document has been reviewed and certified by the traveler
    or creator depending upon the document type i.e., travel
    authorization, travel voucher, local voucher.

    **Reviewed :** Document has been reviewed by a designated individual
    within the office.

    **Approved:** Document has been approved by a Approving Official and
    is waiting to be Data Linked for transmittal to CFS.

    **Data Link:** Document has been transmitted to CFS for payment.

    **CFS Adjustment:** Document has been adjusted in CFS by the Finance
    Office after the Data Link process has occurred.