Department Resources
Departmental travel guidance
Find the latest travel guidance on the Travel guidance webpage.
Use these resources to guide you through the ASU business domestic and international travel process:
- ASU Travel Policy: FIN 501
- Authorized Driver Program
- Auto rental risk liability
- Carbon Project: Price on carbon for air travel
- Travel Insurance and the Office of Risk Management
- Print my invoice: Print a receipt for a flight purchased in My ASU TRIP
- Rental car and charter bus contracts
- Student International Travel
My ASU TRIP forms and resources
Forms
- Airfare purchased outside of My ASU TRIP — for travel not processed through My ASU TRIP when the ghost card is used for payment.
- Manual profile form: This form loads student travelers into My ASU TRIP.
- Supplemental travel information form: This form is used by employees to provide additional information to expedite international travel approval.
- Team or group manifest: Attach a manifest to requests and expense reports for group travel.
Resources
- Daily allowances: Allowances used by ASU are loaded into My ASU TRIP and based on the following rates:
- Group travel: My ASU TRIP group travel has unique requirements
- My ASU TRIP Travel Manual
- My ASU TRIP Quick Reference Guide
- Travel approver and travel delegate My ASU TRIP training
Dashboards
Submit a request for the group name Travel if you need access to these dashboards:
- My ASU TRIP request and expense dashboard: Travel requests and expense reports status snapshot. The trip is displayed from request submission to expense report completion.
- Outstanding Travel Card transactions: A snapshot of ASU Travel Card transactions unassigned to an expense report or assigned to an unapproved expense report. The dashboard aids departments in ensuring transactions are appropriate and processed promptly.
- Travel approvers dashboard: This dashboard is a snapshot of travel approvers.
- Travel Card application dashboard: This dashboard shows the status of ASU Travel Card applications. It does not provide information on the card’s status, only the card application.
Approval and delegate role responsibilities
Employees can apply for an approver role, assign an approval delegate or act as a traveler or approver delegate.
| Travel approver | Travel approvers must be an approved Workday cost center manager or grant manager. The first approver of any request or expense report ensures that documents are completed following ASU and department policies. |
|---|---|
| Authorizing travel official | Authorizing travel officials approve all requests to ensure the trip follows ASU policy and is deemed beneficial to the university. They also approve out-of-policy exceptions, which must be approved by a dean or vice president. |
| Dean/VP | A dean/VP must approve all trip requests over $5,000 or to high-risk destinations. They also approve out-of-policy exceptions. |
| Approval delegate | Approval delegates may approve on your behalf and have the same role as you. For example, an ATO may approve for an ATO but not a travel approver. An approver role is not required to act as a delegate. Delegates can create and submit requests, book travel, create travel expense reports and view traveler’s card transactions, requests and expense reports. Delegates cannot submit expense reports as travelers must certify their expenses. Travelers can assign delegates from their My ASU TRIP profile. You can remove yourself as a delegate from your profile, but you cannot add yourself as one. |
Approving trip requests
Before a trip, a travel request must be completed to:
- List an estimate of trip expenses.
- Provide ASU with risk assessment and traveler location information
- Support Travel Card transactions.
Concur will auto-generate an email when a request is awaiting approval.
Review ASU’s travel policy and the My ASU TRIP Manual before approving a request. All your approved requests will remain in your history. Use the View Drop Down button or the search bar to access them.
Approving expense reports
Expense reports are created after a trip ends and include all receipts and documents to support the business purpose. Review the My ASU TRIP Manual, know your role and understand ASU’s travel policy before you approve an expense report.
Non-standard reports include the following:
- Modification expense reports: Created when an error or omission is being corrected on a previously approved expense report. These reports should include a copy of the original expense report attached as documentation.
- Non-travel expense reports. Created for:
- ASU business transactions unrelated to travel.
- ASU Travel Card transactions that are personal and must be reimbursed to ASU.
- Fraud transactions and the corresponding credits.
All your approved expense reports will remain in your history. Use the View Drop Down button or the search bar to access them.
If a person leaves the university before being reimbursed for a trip, someone from the department must be added as the delegate to complete the expense report. The delegate must email the ASU Travel Service Center when the expense report is ready for submission. The Travel Service Center will attach an email explaining that the traveler is no longer with ASU and will submit the expense report on the traveler’s behalf.
Best practices
- Approvers should use the Outstanding Travel Card Transactions dashboard during expense report review to ensure all transactions have been added to the expense report.
- If an approver, assign a delegate who can approve in your absence.
- Prepare your travelers.
- Provide departmental contacts and accounts.
- Supply department-specific policies and guides.
- Travel approvers should differ from the ATO on a request and expense report, if possible.
On a biweekly basis, departments should:
- Review the outstanding Travel Card transactions dashboard to confirm transactions are related to ASU business and a trip that has not ended.
- Review the My ASU TRIP request and expense dashboard to ensure expense reports are filed within 30 days of trip end dates.
- Reconcile financial accounts to approved expense reports.
Mail Code:
Phone:
Email:
General Information
Travel Service Center
PO Box 875912
Tempe AZ 85287-5912