Barrett Processes: Travel

Field Trips

Employees engaging in ASU business related travel are responsible for understanding all policies related to ASU travel.

For questions please contact Barrett Business Office at [email protected].

Topics

Define Travel Type
Suggested Timelines
Travel Process Steps
Incident Reporting

Forms

View all forms on our Forms page.

Airtable Trip Information form
Electronic Incident Reporting Form
Travel Manifest
Volunteer Forms

Define Travel Type

Field Trips are Optional unless noted otherwise, following definitions below:

A Mandatory Field Trip occurs when:

students enrolled in ASU courses are required to meet at a location off campus to complete coursework and in the event a student is unable to or could not participate, the professor provides an alternative for credit
at least one Faculty member is present and is in the direction and control of the students
transportation is usually provided to ensure equal opportunity for participation and enhance learning opportunities
may or may not include overnight stays

Suggested Timelines

Timelines below indicate no-less-than dates. Specific deposit needs may require earlier requests

Type of Travel	Request Made via Barrett Digital Form	Trip Request entry in Concur - OVERNIGHT ONLY	Itinerary, Manifest, Field Trip Destination Form, Volunteer Forms, etc.	Expense Report OVERNIGHT ONLY
Day or Overnight	5 weeks prior to departure date	5 weeks prior to departure date	3 weeks prior to departure date – completed forms to be submitted to Barrett Travel Contacts for completion of Risk Management Review process.	Immediately upon completion of overnight travel

Travel Process Steps

Step 1 - Access the BHC Trip Information form

You will be routed to the Barrett Trip Information Airtable form to complete.
- For issues signing in, please contact Jonathan Davis.
Click the “+” sign to begin a new form; previous forms will show up in your profile.
Complete the items requested and submit – form routes to the Barrett Business Office for processing.
If the field trip is overnight, a Trip Request will be entered on your behalf.

Step 2

Important Reminders:

Upon receipt of your Trip Information form, your Barrett Travel Contact will communicate with you via email as to next steps.
The ASU Field Trip Request form will be completed and submitted on your behalf for Risk Management approval.
- Respond immediately to all requests for information to keep the process moving.
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 to ensure current policies are being followed

Step 3

Travel arrangements can be made for group travel if there is a budget to cover the expenses, or students can be required to meet at the destination:

Travel arrangements can be made through approved bus charters as found on SunMart under Bus Charters.
- Bus Charter can be paid with P-Card or consult Barrett Travel Contacts
If a vendor requires a signature on a contract, consult Barrett Travel Contacts
If students are required to transport themselves to the destination, Faculty/employees may not be involved with carpooling or other transportation conversations/arrangements. Do not tell students who to talk to for potential rides. Faculty/employees may not be involved in any way due to liability issues.

Step 4

Required documentation for your trip:

The ASU Field Trip Request form with Itinerary and Roster will be submitted to Risk Management for review and approval.

Three Weeks Prior to Departure:

Field Trip Itinerary, Student Roster , and corresponding Risk Waiver forms must be updated
- Note: the roster must be accurate upon departure
- Changes can be made by submitting revisions to [email protected]
Other items may be requested upon review.

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.