Field and Group Trips: Optional/Overnight

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
• CDC Travel Health Notices
• Email Anthony Travel (ASU@AnthonyTravel.com)
• EHS 115: Incident Reporting and Investigation
• FIN 501: Travel Policy
• Financial Services Manual
• My ASU Trip
• My ASU Trip manual
• Travel Card
• Study Abroad Office
• Barrett Processes: Professional Development
• Barrett Processes: Purchases and Reimbursements
• Barrett Processes: Volunteer Information

Forms

View all forms on our Forms page.

• Trip Request Form: Field & Group - Optional / Overnight
• Electronic Incident Reporting Form
• Group Waiver
• Release, Indemnity, and Assumption of Risk (aka Risk Waiver Form)
• Travel Manifest
• Volunteer Forms
• Travel Process Workflow

Define Travel Type

Optional Overnight 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.

Expense Report

Barrett requires travelers to submit reports within 14 days of end date of travel to allow for any necessary follow up. We are required to submit fully completed and approved Expense Reports to the Travel Office within 30 days of end date of travel. Barrett requires receipts for all expenses except personal food (daily allowance).

Trip Request Steps

Step 1 

1. Complete Trip Request Form: Field & Group - Optional / Overnight. This form will auto-route for approvals and you will be contacted when it is approved.
2. Other supporting documentation, including but not limited to: brochures, invitations, confirmations of tours, etc…
3. If traveling internationally, register your international group travel with the Study Abroad Office
4. Familiarize Yourself
   1. Funds expensed prior to a fully approved Trip Request in Concur will not be reimbursed; if the Travel Card was used the Traveler is responsible for reimbursing the University for unauthorized fund usage.
   2. All airline, rental car, and lodging reservations must be made through Anthony Travel. If Anthony Travel is unable to assist with your lodging needs, provide links, quotes, and cancelation policies for your preferred lodging to your Barrett travel contacts for review/approval.
   3. 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.
   4. Review the CDC guidance at Centers for Disease Control and Prevention for updated traveler recommendations.
   5. Review and familiarize yourself with ASU’s Foreign Travel guidance, including printing and carrying your foreign
      travel insurance card.

Step 2

Funding Approval is required in advance of entering a Trip Request and is not the same as travel approval.

• Gaining approval of a proposed project and overall dollar amount is not approval to travel. All expenses will be reviewed in compliance with Travel/Purchasing policy to ensure compliance. Some items may not be eligible for reimbursement or payment.

Step 3 

Update My ASU Trip Personal Profile in Concur: All travelers are required by ASU to update their profile prior to travel.

The Lead Chaperone for the Group Travel must ensure their information is up to date. Instructions can be found at the end of this document, and also in the My ASU Trip manual. Ensure the following items are updated:

• Name must be the name as shown on TSA credentials
• Contact information must be current
• Verify Email, if not verified
• Emergency contact must be current
• Date of birth must be complete
• Activate E-Receipts, if not activated
• Add delegates so that we can process items on your behalf

1. Go to My ASU Trip
2. Click My ASU TRIP access from the menu bar on the right; this will take you to your landing page 
3. Click the Profile dropdown item on the upper right, and then choose Profile Settings
    
4. You will land on the Profile Options page; you must update your personal information and add delegates to your account:
5. Click on each hyperlinked topic to update the information. At minimum, you must update the items highlighted in yellow
   1. Add Patricia Goffena-Beyer as a delegate
      

Step 4 

Trip Request:

• Upon review of your Digital documents, the Barrett Travel Contacts will create a Trip Request on your behalf and alert you when it is ready for your review.
• If travelers choose to create the Group or Field Trip Request on their own, follow instructions in the My ASU Trip manual, section on Other / Group Travel.
• To review a Group or Field Trip Request entered on your behalf (you are responsible for the accuracy of the information):
  • Go to My ASU Trip
  • Click My ASU TRIP Access from the menu bar on the right side
  • On your Landing Page, you should see an Open Request with the name of your Group or Field Trip– click on this to review the information
    
  • Confirm header page information such as travel dates, destination, etc. are accurate.
  • Click on and review attachments
    
• Review the Expenses Tab
  • These are estimates and not an approval of exactly what you can spend; all ASU policies apply
  • Valid receipts are required for all expenses except per diem/daily allowance
  • Per diem is automatically calculated in the system based on your trip dates. Upon return, meal per diem for any meals provided to you by the host, based on the conference brochure and/or information you provide, will reduce the total you are eligible for. ALL meals provided at conferences will be deducted from per diem allowance

Step 5 

Required documentation for your trip:

The Field Trip Destination form and Itinerary Form required by Insurance Services were completed with the Trip Request Form: Field & Group - Optional / Overnight. 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:

• 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 6 

Approve/Submit Trip Request: 

• Upon completion of your thorough review for accuracy, submit the Trip Request using Goffena-Beyer, Patricia as the approver.
  • After budget/documentation review, the Trip Request will route to the ATO for final program approval
  • An automated email notification is sent to the Traveler upon final approval of the Trip Request

Step 7 

Making Travel Arrangements:

• When the Traveler receives the automated Trip Request approval notification, travel arrangements may commence.
• Contact Anthony Travel 480-739-9145 / 1-844-682-5052 to book lodging and transportation or use the Concur system to book travel directly through Anthony Travel.
• All airline reservations must be made through Anthony Travel.
  • If traveler has flight credits from a previously canceled flight, advise Anthony Travel so they can work to use the credit.
• Group travel accommodations may have an exception to using the University’s assigned travel agent if the type of lodging required cannot be booked by Anthony Travel. The Lead Chaperone for the Group Travel must explore and exhaust options through ASU first. Barrett Travel Contacts can assist with this.
  • Before booking outside of Concur/Anthony Travel, provide links, quotes, and cancelation policies for your preferred lodging to your Barrett travel contacts for review/approval.
  • After approval, all bookings done outside the Concur/Anthony Travel system must be followed up with the confirmation for the booking sent to Barrett Travel Contacts immediately. These will be filed and a copy sent on to ASU Travel for Duty of Care requirements.
• The Lead Chaperone (the person the Trip Request is booked under) may use their Travel Card for their expenses on the trip, as well as to pay for group expenses such as Business Meals, Public Transportation, etc. The Lead Chaperone may not pay expenses on behalf of other chaperones or students.

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