Field and Group Trips: Optional/Day

Rev.

Purpose

This Process Guidance provides clarification on Optional Group / Field Trips that exceed one business day, and outlines steps for processing a Trip Request in the Concur Travel System.

Note: All trips, optional or required, regardless of length, may require multiple approvals and a fully approved Trip Request in the Concur Travel System prior to spending funds. Expenditures made before all approvals are documented are the responsibility of the Faculty/Requester. Report all changes to your Barrett Travel Contacts.

Your Barrett Travel Contact is Tricia Goffena-Beyer (pgb@asu.edu) 480-727-5994

Items Covered

• Define Travel Type
• Suggested Timelines
• Trip Request Steps
• Incident Reporting

References

• ASU Field Trip Process and Procedures
• COVID-19 Domestic Travel Guidance
• EHS 115: Incident Reporting and Investigation
• FIN 501: Travel Policy
• Financial Services Manual
• My ASU Trip
• My ASU Trip manual
• SunMart
• Barrett Processes: Professional Development
• Barrett Processes: Purchases and Reimbursements
• Barrett Processes: Volunteer Information

Forms

View all forms on our Forms page.

• Travel Guidance Form: Field & Group Trips - Optional / Day
• Electronic Incident Reporting Form
• Group Waiver
• Release, Indemnity, and Assumption of Risk (aka Risk Waiver Form)
• Travel Manifest
• Volunteer Forms

Define Travel Type

Optional Day Group or Field Trips occur when:

• (Field Trips) students enrolled in ASU courses have the option to meet at or travel to a location off campus to complete coursework OR
• (Groups) students sign up for an optional educational/fun field trip such as those offered through Student Services
• Optional Field trips may or may not include group transportation. For those that do not include transportation:
  • Students may be instructed to meet at a specified location, time, date and must find their own way there
  • ASU Employees may not be involved with making or coordinating these travel arrangements

Suggested Timelines

These timelines are no-less-than dates. Specific deposit needs may require these timelines to be earlier as needed – the Traveler is responsible for gathering that information; no expenses may be made until there is a fully approved Trip Request through Concur.

Trip Request Steps

Step 1 

1. Complete Travel Guidance Form: Field & Group Trips - Optional / Day This form will auto-route for approvals and you will be contacted when it is approved
2. Review the guidelines at COVID-19 Domestic Travel Guide, ASU Field Trip Process and Procedures, and My ASU Trip for updated traveler requirements as adjustments are made to meet the needs of the current environment.

Step 2

Reminders:

• Employees do not have signature authorization – do not sign documents on behalf of ASU for any of your trip arrangements, or you may be held personally liable, both financially and if issues arise
• Plan ahead and communicate closely with your Barrett Travel Contacts so that we can ensure current policies are being followed
• ALWAYS check the latest COVID policies on the ASU Travel website, as well as for the locations you are visiting and the transportation company requirements

Step 3 

Travel arrangements can be made through approved bus charters as found on SunMart under Bus Charters

• You may pay the Bus Charter with your P-Card
• You may not sign any contracts; most of these vendors are familiar with working with ASU and will accept the P-Card payment as the full agreement
• If a vendor requires a signature on a contract, contact your Barrett Travel Contacts in the Barrett Business Office

Step 4 

Required documentation for your trip:

The Field Trip Destination form and Itinerary Form required by Insurance Services were completed with the Travel Guidance Form: Field & Group - Optional / Day. All required documents will be forwarded to Insurance Services on your behalf for final review and approval of the travel:

Three Weeks Prior to Departure:

Turn in the following documents one week prior to your travel date, or earlier if you have them:

• Group/Field Trip Itinerary updates (Itinerary should have been completed with Digital Form)
  • Other supporting documentation, including but not limited to: brochures, invitations, confirmations of tours, etc…
• Travel Manifest must be completed with all information (Name, Affiliate ID, Traveler Type [student, faculty, staff, volunteer], Phone Number)
  • Note: the manifest must be accurate upon departure
  • Changes can be made by submitting a revised, dated version OR
  • Email your Barrett Travel Contacts as to any changes to the original submission OR
  • Call us and report all changes at the time of departure – if you do this, please be sure you speak to a real person and not an answering machine!
• Signed ASU waiver - Release, Indemnity, and Assumption of Risk form for each non-employee participant. Do not send these directly to Risk Management.
  • Note: The Risk Management forms must be accurate by participation upon departure.
  • Changes can be made as noted for the Travel Manifest above.
  • Have blank forms with you in the event someone shows up who has not previously signed a form
    • This can be delivered to your Barrett Travel contacts, or a photo taken with a phone and texted or emailed over
    • We also need to know if anyone did not show up
  • A Group Waiver Form can be used if you are facilitating this in class, however, the medical and contact information should still be gathered to be taken with you. This form does not contain that.
  • Other items may be requested upon review
• Proof of completed Volunteer Forms if you have any non-employee volunteers in attendance. Refer to Barrett Processes: Volunteer Information for more information on this process.

Step 5 

Barrett handles all submissions for risk management and other approvals. Traveler will be contacted when final review and approvals have taken place

Incident Reporting

• ASU Policy EHS 115: Incident Reporting and Investigations requires that all incidents resulting in an injury to an ASU employee, student, or visitor, or damage to ASU property in excess of $500 must be report to Environmental Health and Safety (EHS). For this policy, an incident is defined as occurrence or event that interrupts normal procedures or precipitates a crisis that results in any of the following:
  • Injury or illness to ASU employees, students and visitors
  • Events that likely were to cause potential injury or illness to an ASU employee, student, or visitor (near miss)
  • Damage to ASU property in excess of $500
• Incidents involving ASU employees and non-ASU employees may be reported electronically or by calling 480-965-1823 or 480-727-9669