ASU Travel Card

ASU Travel Card setup and usage

A chip-and-PIN-enabled VISA card is used for official university travel expenses billed and paid for by ASU.

The ASU Travel Card is issued to an individual and available to faculty and staff. Departments determine participation based on business needs. It differs from the ASU Purchasing Card, which is tied to a specific funding source and typically only allows airfare and conference registration as travel-related expenses.

• Apply via the Travel Card application if eligible. Review the application directions for more information.
• Expect to receive your card 7–10 business days after ASU Financial Services approves the application.
• You will receive a notification via email when the Travel Card arrives at the Travel Office.

When you receive your Travel Card, complete the following steps:

1. Sign the back of the card.
2. Activate your card.
   1. Use your 10-digit ASU affiliate ID for your verification ID.
   2. Create a PIN.
3. Register online to access monthly statements and card transactions, set up email notifications and manage your contact and billing address and phone. 
4. Ensure you understand all policies and prohibited transactions.

While the ASU Travel Card can be used for meals while in travel status, many travelers choose not to do so to reduce the number of transactions on their expense reports if the card is used for a business meal, a meal shared with non-ASU personnel where university business is conducted, the transaction must be identified as a business meal and will be reimbursed. The daily allowance for that meal must be excluded.

If the card is used for a meal that is not a business meal, the transaction should be identified as a meal on the Travel Card. The total of all meals on travel card transactions is netted against the daily allowance allowed for the trip. My ASU TRIP will reimburse the difference if the allowed amount exceeds the amount spent. Travelers are required to repay the university if the transactions exceed the amount permitted.

Itemized receipts are required for airfare, business meals, car rentals and lodging. For other travel expenses on the ASU Travel Card, receipts are only required if mandated by your department or funding source.

Travel Card transactions typically appear in My ASU TRIP within one week for domestic purchases. International transactions can take up to two weeks. Before submitting an expense report, verify that all transactions are present. Missing transactions will require a modification expense report, which incurs an additional processing fee to the department.

Refer to the My ASU TRIP Manual for more information. 

Charge authorization

• Your My ASU TRIP request authorizes transactions.
• Complete a non-travel expenses report if you accidentally use the card for a non-ASU or non-travel expense. 

You can use your personal credit card for ASU travel expenses instead of the ASU Travel Card; reimbursement is provided once the expense report is submitted after your trip.

Safeguards 

• Do not send your ASU Travel Card account number in an email or fax. Keep your card in a secure place.
• Review charges for accuracy. Transactions are posted under the available expenses section in My ASU TRIP. When transactions are added, you will receive an email. If you notice a fraudulent or erroneous order, call the bank.
• Review your online monthly memo statement and verify transactions are accurate.

Cardholders can contact the bank to handle the following:

• Card activation: Call Bank of America at 888-233-8855.
• Declined transaction: Call Bank of America customer service at 888-449-2273; outside the U.S., call collect at 602-379-8753.
• Fraudulent or erroneous charge: Report to Bank of America fraud at 866-500-8262. Fraudulent activity may be your responsibility if not reported within 60 days of the transaction date. When the bank issues a credit to offset the charge, complete a non-travel expenses report to clear both transactions from My ASU TRIP.
• Lost or stolen card: Report immediately to Bank of America customer service at 888-449-2273; outside the U.S., call collect at 602-379-8753.
• Traveling internationally: Call Bank of America customer service at 888-449-2273 to let them know your plans. If calling outside of the U.S., call 602-379-8753.

Download the Global Card Access app for additional tools to help manage your card account.

1. Submit a new travel card application.
2. Sign in with your ASURITE and choose Submit New Form.

Limit change: Select increasing limit or decreasing limit on the application. The application will route through your department travel approver, a person with a dean or vice president travel role and Financial Services. Once approved, the limit change occurs within 24 hours.

Department change: If you want to keep your card, check cardholder transferred departments. You should see the address and phone number for your new department. Once Financial Services approves it, ASU will update the with your new address, department and phone number.

Leaving ASU

1. Email My ASU TRIP to cancel your card.
2. Shred or destroy and dispose of the card.
3. Ensure all transactions are submitted on an expense report.

Your final paycheck may be adjusted accordingly if personal expenses on the card have yet to be repaid to ASU. Outstanding expenses not accounted for on an expense report and personal expenses not repaid are subject to the university’s collection policies, including those of external collection agencies.

Travel Cards are issued and are subject to the traveler’s continued compliance with university policies and standards.

• ASU Travel Card standards of use
• ASU’s commitment to ethics
• FIN 501: ASU Travel Policy

Travelers must comply with the following travel policies and processes:

• Compliance with ASU lodging and daily meal rates, as applicable.
• Conformity with the Fly America Act if airfare is paid with federal funds.
• No unallowable expenses per cognizant granting agency to be allocated to sponsored accounts.
• Preauthorization of trips through My ASU TRIP.
• Provide receipts or additional support if required or requested.
• Purchase the lowest logical airfare that meets your travel needs.
• Repay monies owed to ASU promptly.
  • If monies are not repaid, ASU will payroll deduct the outstanding amount per the authorization you gave when accepting the card’s terms of use.
• Submission of travel expense reports within 30 days of the trip end date.

An ASU Travel Card may be suspended due to a cardholder or departmental request, misuse, non-submitted expense reports or extended leave.

ASU prohibits the following travel card expenses:

• Alcohol.
• All prohibited expenses outlined in the ASU P-Card policies, except bottled water for personal consumption while in overnight travel status, food expenses incurred while in overnight travel status and lodging expenses while in travel status.
• Car maintenance expenses related to personal vehicle use.
• Expenses not directly related to travel activities incurred on behalf of the university.
• First-class or business-class airfare unless pre-approved.
• Other traveler expenses, including ASU travelers or non-ASU affiliates.