Barrett Processes: Travel

Individual Travel

Rev.

August 2, 2021

Purpose

This Process Guidance provides clarification on Individual and outlines steps for processing a request.

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

References

Forms

View all forms on our Forms page.

Trip Request Form: INDIVIDUAL
Electronic Incident Reporting Form
Foreign Travel (information, print insurance card)
Travel Process Workflow

Define Travel Type

Individual Travel – Individual travel may be for conference attendance, research, or other professional activities. Individual travel is usually funded through Professional Development budgets or other types of funding available to your position Refer to Section 1: Professional Development, Other Funds Process Guidance for specific processes and requirements. Supervisor approval is required for staff members traveling on professional development funds.

Suggested Timelines

These timelines are no-less-than dates. Specific deposit needs may require these timelines to be earlier as needed. Funds expensed prior to a fully approved Trip Request through Concur will not be reimbursed and traveler will owe ASU if the Travel Card has been used.

Type of Travel	Request made via Barrett digital form	Trip Request entry in Concur	Expense Report
Individual/Domestic	6 weeks prior to departure date	4 weeks prior to departure date	Barrett requires travelers to submit reports within 14 days of end date of travel to allow for any necessary follow up.
Individual/International	10 weeks prior to departure date	8 weeks prior to departure date	Fully completed and approved Expense Reports are due to the Travel Office within 30 days of end date of travel.

Trip Requests Steps

Step 1

Complete Trip Request Form: INDIVIDUAL. This form will auto-route for approvals and you will be contacted when it is approved.
Other supporting documentation, including but not limited to: brochures, invitations, confirmations of tours, etc…
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 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 through the Dean’s review process is not approval to travel.
All expenses will be reviewed in the context of ASU Travel/Purchasing policy to ensure compliance. Some items may not be eligible for reimbursement or payment, regardless of whether they were included in your proposal. We will advise you accordingly.

Type of Funding	Faculty Use	Staff Use
Annual Professional Development	No additional approval	Must have Supervisor Approval in writing
Drescher, Drescher/Mulzet	Requires copy of previously submitted proposal and approval notice from the Dean for use of these funds	N/A
Dean’s Travel	Requires copy of previously submitted proposal and approval notice from the Dean for use of these funds	N/A
Other	Will require documentation pertinent to situation	Will require documentation pertinent to situation

Step 3

Update your Personal Profile in My ASU Trip/Concur

All travelers are required by ASU to update their profile prior to travel. 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

Go to MY ASU Trip
Click My ASU TRIP access from the menu bar on the right; this will take you to your landing page
Click the Profile dropdown item on the upper right, and then choose Profile Settings
From the Profile Options page, you must update your personal information and add delegates to your account:
1. Click on each hyperlinked topic to update the information. At minimum, you must update the items highlighted in yellow
2. 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 Trip Request on their own, follow instructions in the My ASU Trip manual.
To review a Group 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 Field Trip– click on this to review the information
- Confirm header page information such as travel dates, destination, etc. are accurate.
- Business travel dates are the dates you are on ASU Business Travel only. If your request includes personal travel, that will be noted in the comments
- Click on and review attachments
Review the Attachments (required documents are listed below)
- Approval from the Dean or Supervisor as needed (refer to Chart under Step 2)
- Conference brochure reflecting the dates, location, registration and lodging options OR
- Itinerary, invitation, any other documentation to support research, professional presentations, or any other professional/scholarly activity that you are requesting to participate in with ASU funding.
- Personal travel in conjunction with business travel requires price comparison documentation for all lodging and transportation that may be impacted by additional travel dates or traveling companions (FIN: ASU Travel Policy Standard 12)
- Other items may be requested upon review
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.
- If you have personal travel, read that section of the My ASU Trip manual

Step 5

Submit Trip Request

After review, submit the Trip Request using Goffena-Beyer, Patricia as the Cost Center Approver.
Do not select any other approvers when submitting – the Trip Request will be routed for necessary approvals and selecting additional approvers may delay your request.

Step 6

Making Travel Arrangements:

The Traveler will receive an automated notification that their Trip Request has been approved
Traveler may begin working on transportation and lodging arrangements through Concur/Anthony Travel
Use the Concur system or contact Anthony Travel 480-739-9145 / 1-844-682-5052 to book lodging and transportation.
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
Traveler may have an exception to using the University’s assigned travel agent if the type of lodging required cannot be booked by Anthony Travel (example: conference hotels). The traveler 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.
Save all receipts except for per diem expenses. Refer to Barrett Resources: Receipts to ensure your receipts will be acceptable for the reconciliation process.

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.