Approving Travel Requests — Final Approver¶

Classification: CONFIDENTIAL — Internal Use Only Document: guides/travel-approval-final.md · v1.0 · 2026-08-19 · GPUS-IT

This guide is for Kevin Toruno, the final approver on every travel request.

When you get an email¶

When Shereyll Woodley approves a travel request, it moves to you and you get an email.

The subject line starts [GPUS Travel] Approval required.

The email is short on purpose. It shows you the travel dates and the estimated costs — airfare, ground transport and lodging, itemised.

The traveller's name and destination are not in the email

This is deliberate, not an oversight. To see who is travelling and where, open the link. The portal is the only place those details appear.

The email comes from alerts@greenpeace.us, and Gmail labels it External

This is normal, permanent, and expected. It is not a phishing attempt and it does not mean anything is wrong.

Approval mail is sent by the portal's own server and relayed through the alerts@greenpeace.us account. That address sits outside greenpeace.org, so Gmail tags it External — the same way it tags mail from any outside domain. This is the steady state and will not change. It is not a temporary condition being fixed later, so you should expect to keep seeing the External label on every approval email indefinitely.

How to tell a real one from a fake. Any legitimate approval email:

comes from alerts@greenpeace.us — exactly that address;
has a subject starting [GPUS Travel];
links only to forms.greenpeace.us, where you sign in with your Greenpeace account through Okta;
contains no traveller name and no destination — those appear only after you sign in.

An email that asks for your password, links anywhere other than forms.greenpeace.us, or arrives from a lookalike address is not from us. Report that one. The External label on its own is not a warning sign.

Reviewing the request¶

Click the link in the email. Sign in with your Greenpeace account through Okta.

You will see the request in full — every answer the traveller gave, including their name, their destination and the purpose of the trip.

Your three choices¶

Approve — the traveller is cleared to book.

Return for revision — something needs changing. The traveller has to submit a new request; there is no way for them to edit the one you are looking at.

Decline — the request is refused.

If you return or decline, you must write a comment¶

The form will not let you return or decline without one.

The traveller reads what you write. It is the only explanation they get. "Declined" on its own tells them nothing they can act on, so say what was wrong or what you need instead.

A comment is optional when you approve.

Your approval is the one that counts¶

You are step 3 of 3 — the last.

The SMT member the traveller named
Shereyll Woodley
You

Nothing releases a traveller to book except your approval. The two approvals before yours move the request along; yours is what tells the traveller they may spend money. Until you approve, they have been told not to book.

The traveller is emailed as soon as you decide, whichever way you decide.

When a traveller names you as their SMT approver¶

You are on the SMT list, so a traveller who reports to you can pick you at question 3 of the form. That would put you on the request twice — once at step 1 and again at step 3.

It does not. You decide once, at the end.

The system drops the earlier of the two and keeps the last, so the request skips step 1 and comes to you as the final approver, with Shereyll's step in between as normal. You will get one email, not two, and you will make one decision.

This is worth knowing mainly so that a request appearing to skip its first step does not look like a fault. It is not.

Questions¶

For anything about a travel request, contact Shereyll Woodley.

Document · guides/travel-approval-final.md · v1.0 · 2026-08-19 · GPUS-IT · Classification: CONFIDENTIAL — Internal Use Only