Submitting a Travel Request¶
Classification: CONFIDENTIAL — Internal Use Only Document:
guides/travel-request-submitting.md· v1.0 · 2026-08-19 · GPUS-IT
Read this first¶
Do not book anything until your request is approved.
Travel booked without prior approval from your SMT member may have to be cancelled. Submitting the form is not approval. Wait for the approval email.
Where the form is¶
forms.greenpeace.us/forms/travel-request
Sign in with your Greenpeace account.
What the form asks for¶
Eighteen questions. Sixteen are required; the two funding follow-ups — Grant name and Cost centre — are optional, and which one you complete depends on your answer to question 3.
| Question | What to put | |
|---|---|---|
| 1 | Name of staff member | The person travelling |
| 2 | Department | Pick from the list |
| 3 | How is this travel funded? | Grant or Cost Center. Your answer decides which of the next two you complete |
| 4 | Grant name | Optional. Complete this only if you answered Grant. Leave blank otherwise |
| 5 | Cost centre | Optional. Complete this only if you answered Cost Center. Leave blank otherwise |
| 6 | SMT member you report to | Pick from the list. This is who approves your request first — see below |
| 7 | Purpose of travel | Why the trip is needed. Up to 1000 characters |
| 8 | Event registration fee (USD) | Enter 0 if there is none. Conference or event registration only — flights, transport and lodging have their own questions below |
| 9 | Destination | Where you are going |
| 10 | Domestic or International | Pick one |
| 11 | Departure date | |
| 12 | Return date | |
| 13 | Airfare (USD) | Your best estimate |
| 14 | Projected ground transport (USD) | Taxis, trains, car hire, parking |
| 15 | Lodging (USD) | |
| 16 | Are you staying in Greenpeace Apartments? | Yes or No. Answer for the trip as a whole |
| 17 | Has any part of this travel already been booked? | Answer honestly — see the warning above |
| 18 | Acknowledgement | Read the notes at the top of the form, then select |
Question 6 matters more than the others
The SMT member you pick is the person your request goes to. Pick the one you actually report to. If you pick the wrong person, your request goes to the wrong person.
Nothing stops you answering questions 3–5 inconsistently
The form cannot show or hide a question based on your answer to another
one, and the server does not check the combination either. A request that
says Grant with the grant name left blank will be accepted, and so
will one with both a grant name and a cost centre. Nobody is warned. Read
question 3, then complete the one follow-up it points at.
The same is true of questions 15 and 16. If you are staying in Greenpeace
Apartments, your lodging figure should normally be 0 or reduced —
nothing checks that, and a request answering Yes with a full hotel
lodging estimate will be accepted exactly as typed. Your approver reads
the two answers together, so make them agree.
Estimates are fine for the cost questions. Put your best figure in each one — leave none of them blank, and use 0 if a line genuinely does not apply. That applies to the registration fee too: 0 means "no registration fee", and it is what your approver needs to see. A blank is not the same answer, and the approval email marks a trip with a blank cost line as incomplete.
What happens after you submit¶
Your request goes to three people, one after another:
- The SMT member you named in question 6
- Shereyll Woodley
- Kevin Toruno
Each one has to approve before it moves to the next. Kevin is last — when Kevin approves, you are cleared to book.
If any of the three returns or declines your request, it stops there and the people after them never see it.
Checking where your request has got to¶
forms.greenpeace.us/my-requests
This lists every travel request you have submitted and shows who each one is currently waiting on. Click any request to see it in full.
You can look at your own requests at any time, at any stage.
The emails you will get¶
You get an email when your request reaches a decision. There are three, and they mean different things.
Approved¶
You may book. This is the one you are waiting for. It comes after Kevin, the last of the three approvers, has approved.
Returned for revision¶
Something needs changing. Read the comment in the email — the approver has written what needs to be different.
There is no way to edit a request. To act on a returned request, fill in the form again from the beginning as a new request. Your original stays in your list as a record; it does not reopen.
Declined¶
The request is refused and it is final. The comment in the email explains why. Do not book. If your circumstances change, talk to your SMT member before submitting anything new.
About those emails¶
They come from alerts@greenpeace.us.
Gmail will label them External, because that address sits outside the greenpeace.org domain. This is normal and these emails are legitimate. It is not a phishing attempt and the label does not mean anything is wrong.
This will not change. It is the steady state, not a temporary condition being fixed later — expect the External label on every portal email from now on. Nothing needs reporting on account of the label alone.
How to tell a real one from a fake. A legitimate portal email comes from
exactly alerts@greenpeace.us, has a subject starting [GPUS Travel], and
links only to forms.greenpeace.us, where you sign in with your Greenpeace
account. One that asks for your password, or links anywhere else, is not from
us — report that one.
Check your spam folder if you are expecting a decision and have not seen one.
Questions¶
For anything about a travel request, contact Shereyll Woodley.
Document · guides/travel-request-submitting.md · v1.0 · 2026-08-19 · GPUS-IT · Classification: CONFIDENTIAL — Internal Use Only