Travel Permit

The Travel permit module is now accessible to all branches. - Branches may request it to be turned off for their region.

All branch superusers now have access to the travel permit module by default. Two new additional roles are now available: Travel permit creation and Travel permit approbation. Those roles can be added to anyone that needs to add or approve a travel permit inside HCR.

Travel permit documents, fees, and permission to enable submission of permits from My Account are set up in the Settings Menu and Organization.

Please refer to the documentation Settings - Organization - Document and the documentation Settings - Organization - Travel Permit.

Add a Travel Permit

To add a Travel Permit, go to the Tasks menu and Travel Permits. The Travel permit dashboard will display the list of travel permits from your organization (and all sub-organizations).

To add a travel permit, click on +Add.

Complete the required fields:

• Teams*

• Event Name*

• Reference Number

• Travel type* (multiple choices are available)

• Event Type (Home, Away, n/a)

• Host website

• Host team name

• Number of games

• Host Division*

• Host class

• Host category

• Host Country*

• Host Province/State*

• Host City*

• Host Organization

• Host Arena

• Travel permit fee

  • If your branch has set up a travel permit fee, it will automatically appear when you apply for a travel permit. This fee cannot be removed or changed by a coach.

Once completed, click on Next.

You must then enter the start and end dates of the event.

You can add a note and attachments (receipt and any additional attachments required) if your branch or the organization needs them. In the example below, the organization requests that the tournament receipt be attached to the travel permit application.

Click on Add

Next, you have two options:

• Submit the permit

• Submit later - If you submit later, it can not be approved until it has been submitted. 

  Click Confirm.

The travel permit module will generate an email notification when the travel permit status changes and send an email to the creator and approvers.

Travel Permit Management

Management of travel permits can be found in Tasks / Travel Permits menu.

On the travel permit display page, you will find all travel permits submitted. You can use the search to find the travel permit you are looking for or the filter option to narrow the search by the status of the permit. You can sort by clicking on the directional arrows beside each column title.

On the display, you will see the name of the team that the permit is for, the event name, the location and the start and end dates. You will also see the status of the permit.

Travel Permit Status

There can be four statuses to a travel permit application:

• Draft: the travel permit has not yet been submitted.

• Approved: Your branch or provincial organization has approved the travel permit.

  Declined: Your branch or provincial organization has declined the travel permit.

• Pending: the travel permit is awaiting approved or declined by your Branch or Provincial Organization. If there are multiple approvers in the workflow, the status will be PENDING until all approvals are successful.

To view the details of the travel permit, click on the line item so the side panel will open. You will find two tabs - general and host - both contain information for the permit. The status must either be in draft or pending to update the information. Click on the blue pencil to edit the information.

If you have added a document type to the travel permit setup, the document type will be shown here.

Remember, if the status is currently in draft, it will need to be submitted before it can be approved, click on the Action button.

Click on the Action button to change the status, delete or print a permit.

To print a travel permit, click on Print (PDF). Then go to the Reports menu, and click on Exports.

To delete a travel permit, click on Delete. Next, click on Delete or Cancel on the warning message.

To update a travel permit status, click on Approve or Decline. Applying a status update will give you a warning message to confirm that you want to make this change.

Once the status change is made, an email will be sent to the member who submitted the permit.