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Departments can authorize the Travel Agency to issue emergency TANs to specific travellers in cases of emergency travel. This scenario usually happens when travel is required and the traveller does not have access to a TAN holder or an approver (e.g. travel on weekends).
Navigate to the Emergency TAN section using the TAN System menu on the left side of the screen.
The process that has been used by GoC is shown below:
Process steps when a department needs to have an emergency TAN |
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No. |
Step |
Step Description |
Who |
1 |
Initial conversation |
A department, interested in having Emergency TANs, will discuss this option with their respective the Card Vendor account manager.
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Dept/Card Vendor account manager |
2 |
Providing information
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Once the Emergency TAN option has been deemed appropriate, the department will provide the Card Vendor account manager with, 1) List of employees, including their TINs that have been authorized to travel using an Emergency TAN; 2) A contact name with phone number and email address of the person(s) responsible for managing the process for the department. In turn, the Card Vendor account manager will provide the Agency Vendor PMO and the STS account manager with the information for implementation. |
Dept/Card Vendor account manager/Agency Vendor PMO |
3 |
Generating TANs |
The Agency Vendor PMO will review the information and submit the request to the TAN Administration Vendor. The TAN Administration Vendor will generate TANs on behalf of the department (number of TANs to be determined by the department). It is recommended to departments that they establish a dedicated level 3 TAN prefix for the purpose of Emergency TANs. Once the Emergency TAN register has been issued, the Agency Vendor PMO will create a request to upload the information in the database and will advise the team leaders to ensure the counsellors have access to the information as required.
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Agency Vendor /TAN Administration Vendor |
4 |
Travel arrangements using an Emergency TAN |
The authorized travellers (on the approved list) or the travel arranger (identified in the traveller’s profile) will contact Agency Vendor to make a reservation using an Emergency TAN. The traveller is responsible to advise Agency Vendor about the use of an Emergency TAN and that their name is showing on the departmental approved list. The Agency Vendor reports back to the department as soon as an emergency TAN is used, with the trip details and traveller details
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Traveller/Travel arranger |