Traveler Resources

My ASU TRIP — Getting started

Faculty and staff

1. Update your My ASU TRIP Profile.
2. Activate e-receipts.
3. Add a delegate.
4. Apply for an ASU Travel Card to be used in conjunction with My ASU TRIP.
5. Book travel after your submitted trip request is approved. 

Students

1. You may have an active profile if you are an active GA, RA or TA. If able to log in to My ASU TRIP, your profile is active. If not, work with the department funding your trip and complete the manual profile form.
2. Update your My ASU TRIP Profile.
3. Activate e-receipts.
4. Add a delegate.
5. Book your travel after your submitted trip request is approved.

Trip requests

Trips require an approved request before traveling and travel booking. Expense reports are filed when the trip is complete and created from the approved request.

The request:

• Authorizes travel card use for trip expenses.
• Documents needed for travel approvals.
• Provides a trip expense and itinerary estimate.
• Provides data for traveler location for risk assessment.

High-risk destinations

• Additional departmental and risk management approvals are needed. Sufficient details should be included in the request for assessment. Allow time for these additional approvals.

Personal time

• Do not include any expenses associated with personal time included on your trip. Costs associated with the personal portion of the trip are not reimbursable.

Zero-dollar trips

• Trips with no cost to the university and no reimbursement to the traveler zero-dollar trips. A request is submitted to document your travel for insurance purposes and helps the university locate you in an emergency. The request is closed or inactivated when the trip is complete.

These exceptions may occur as you build your request:

	Red Exceptions need to be cleared before a request can be submitted. Read the exception for directions on how to clear. If you need additional help, email My ASU TRIP.
	Yellow Exceptions are informational and need to be reviewed, complied with and will always display. They will not prevent a request submission.

To begin a trip request, log in to My ASU TRIP and click request > new request.

1. Create the trip request header.
2. Estimate expenses.
3. Allocate between funding sources, if needed.
4. Attach documents as needed.
5. Submit the request.

If needed, copy a request.

Book travel

Airfare must be booked through My ASU TRIP or with Anthony Travel. Car rentals, hotel and trains should be booked though My ASU TRIP unless there is a business reason not to do so.

1. Airfare can be purchased with your ASU travel card, the university-wide airfare card on file with Anthony Travel, a P-Card, or with personal funds. Personal funds are reimbursed when the trip is complete and the expense report is filed. American Airlines and Southwest Airlines are preferred airlines and discounts are preloaded into My ASU TRIP.
2. To receive conference hotel rates, book directly with the hotel and not through My ASU TRIP. Email your booking prior to travel.
3. Vehicle rental discounts are preloaded into My ASU TRIP. Some rates already may include insurance. Review current contracts.
   1. Review — Risk Management guidelines.
   2. A traveler must be an authorized driver before driving any vehicle.

For assistance with bookings and to use airline credits email Anthony Travel or call 480-739-9145 or 1-844-682-5052.

My ASU TRIP step-by-step instructions:

1. Book airfare.
2. Reserve hotels.
3. Reserve rental vehicle.

Expense reports

• Are created from approved trip requests.
• Are documents of public record and scrutiny.
• Completed within 30 days of the trip end date.
• Document actual trip expenses and itineraries.
• Generate traveler reimbursement.

These exceptions may occur as you build your request

	Red Exceptions need to be cleared before a request can be submitted. Read the exception for directions on how to clear. If you need additional help, email My ASU TRIP.
	Yellow Exceptions are informational and need to be reviewed, complied with and will always display. They will not prevent a request submission.

Read the exception for directions to clear them. Contact your department or My ASU TRIP for additional assistance.

Complete an Expense Report.

Complete a Non-Travel Expense Report — process travel card charges unrelated to ASU travel.

Complete a Modification Expense Report — when a previously approved expense report needs adjustment.