A chip-and-PIN-enabled VISA card is used for official university travel expenses billed and paid for by ASU.
- Includes Travel and Emergency Assistance and Auto Rental Collision Damage Waiver Program.
- Incurs no foreign currency transaction fees.
- Integrated into My ASU TRIP.
- Issued to an individual.
- Transactions expensed following expense report completion.
Eligibility and application
The ASU travel card is available to faculty and staff. Departments determine participation based on business need.
- If eligible, apply through the Travel Card application. Review application detailed directions.
- Expect to receive your card five-to-10 business days after ASU Financial Services approves the application.
- Email notification is sent when the card is on its way.
Before use
Upon receipt of the card:
- Sign the back of the card.
- Activate your card.
- The ZIP code and phone number associated with the card were provided on the card application.
- Use the last four digits of your 10-digit ASU affiliate ID if prompted for the last four digits of your Social Security number.
- Create a PIN if traveling internationally.
- Register online for access to monthly statements, card transactions, to setup email notifications and to manage both your contact and billing address and phone. Our organization short name is AZSU.
- Ensure you understand all policies and prohibited transactions located in the Policies tab above.
Policies
Travel cards are issued and are subject to the traveler’s continued compliance with university policies and standards.
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.
- Pre-authorization of trips through My ASU TRIP.
- Provide receipts or additional support, if required or requested.
- Purchase of 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 given by you when accepting the card’s terms of use.
- Submission of travel expense reports within 30 days of 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 Purchasing 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.
Using your card
Safeguards:
- Do not send your ASU travel card account number in an email or fax. Keep your card in a secure place.
- Transactions post under the available expenses section in My ASU TRIP. When transactions are added, you will receive an email. Review charges for accuracy. If you notice a fraudulent or erroneous charge, call the bank.
- Review your online monthly memo statement and verify transactions are accurate.
Authorization for charges:
- Your My ASU TRIP request authorizes transactions.
- Accidental use of the card for a non-ASU expense or a non-travel expense. Complete a non-travel expenses report.
Call the bank:
- Declined transaction – Call U.S. Bank customer service at 1-800-344-5696; outside the U.S., call collect 1-701-461-2042.
- Fraudulent or erroneous charge – Report to U.S. Bank fraud 1-800-523-9078. Fraudulent activity may be your personal 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 U.S. Bank customer service 1-800-344-5696: outside the U.S., call collect 1-701-461-2042.
- Traveling internationally – Call U.S. Bank customer service at 1-800-344-5696 to let them know your plans.
Limit or department change
- Submit a new travel card application.
- 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 (Dean/VP) and Financial Services. Once approved, the limit change occurs within 24 hours.
Department change: If you want to keep your current card, check cardholder transferred departments. You should see the address and phone for your new department. Once approved by Financial Services, your new address, department and phone will be updated with the bank.
Leaving ASU
- Email My ASU TRIP to cancel your card.
- Shred or destroy and dispose of the card.
- Ensure all transactions were submitted on an expense report.
Your final paycheck may be adjusted accordingly if personal expenses on the card have not been 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 the use of external collection agencies.
FAQs
- What is the difference between the ASU travel card and the ASU purchasing card or P-Card?
The ASU travel card is used for travel-related expenses, are tied to an individual and transactions are expensed to the funding source indicated on an expense report. Travel transactions are prohibited on a P-Card except for airfare and conference registration. P-Cards are tied to a funding source and transactions are expensed to that funding source.
- If I use an ASU travel card for travel expenses, do I still need to submit receipts for those transactions?
Itemized receipts are required for airfare, business meals, car rentals and lodging. Other travel expenses incurred on an ASU travel card do not require receipts unless your department or funding source requires them.
- Can I use my personal credit card for ASU travel expenses instead of the ASU travel card?
Yes, when an expense report is filed after the trip ends you will be reimbursed.
- Can I use the ASU travel card for meals while in travel status?
Yes, but many travelers do not use the card for meals to reduce the number of transactions on their expense report.
- If I use the ASU travel card for meals, how does My ASU TRIP calculate the amount of my daily allowance?
ASU uses daily allowance for calculating meal reimbursement while you are in travel status. When preparing the expense report, if the card is used for a business meal, which is a meal shared with non-ASU personnel where university business is conducted, the transaction should be identified as a business meal and will be reimbursed in its entirety. 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 travel card. The total of all meals on travel card transactions are 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 reimburse the university if the transactions exceed the amount allowed.
Create daily allowance expenses.
- How long does it typically take for travel card transactions to show up in My ASU TRIP?
It depends on the individual credit card vendor and when they batch their information. In most cases, travel card transactions are in the system within one week of the transaction date for a domestic transaction. An international transaction can take up to two weeks.
Before you submit an expense report, verify all transactions incurred during the trip are included in My ASU TRIP. If you do not, you will need to complete a modification expense report to process the omitted transactions. The department will be charged an additional expense report fee for the modification.
Contact
Travel Service Center
PO Box 875912
Tempe, Arizona 85287-5912
