Barrett Processes: Travel
Group Trips
Employees engaging in ASU business related travel are responsible for understanding all policies related to ASU travel.
For questions please contact the Barrett Business Office at [email protected].
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
Group Trips:
- (Groups) students sign up for an optional educational/fun field trip such as those offered through Student Services
- Other trips as offered through Global Resolve or Global Flex may involve a faculty or lead chaperone in charge of students at the travel destination. This may or may not include the faculty/lead chaperone holding responsibility for some expenses on behalf of students such as lodging, entrance fees, group meals, etc.
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.
| Type of Travel | Request made via Barrett digital form | Trip Request entry in Concur (Approval of requests is dependent on how thorough the request is) | Itinerary, Manifest, Field Trip Destination Form, Volunteer Form, etc. | Trip Request |
|---|---|---|---|---|
Group or Field Trip Optional | 5 weeks prior to departure date | Trip Request created for overnight travel | 3 weeks prior to departure date – these forms should be turned in to Barrett Travel Contacts for submission to all required additional parties for review
| Expense Report created for overnight travel |
Trip Request Steps
Step 1 - Access the BHC Trip Information form
You will be routed to the Barrett Trip Information Airtable form to complete.
- If the trip requires overnight travel, a Trip Request will be completed on your behalf. Refer to Individual Trip information for detailed steps.
Step 2
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 3
Three Weeks Prior to Departure, and updated upon departure:
Refer to section on Itinerary/Manifest/Waiver Submission for detailed instructions.
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