Barrett Processes: Travel
Individual Travel
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 forms on our Forms page or below in instructions.
- Airtable Trip Information form
- Electronic Incident Reporting Form
- Foreign Travel (information, print insurance card)
- Travel Process Workflow
Individual Travel
Before you begin:
- Your Travel Contact in the Business Office creates the Trip Request and subsequent Expense Report in the Concur Travel System on your behalf, using information you completed on the Trip Information Form in Airtable.
- Individual travel may be for conference attendance, research, or other professional activities.
- If you are traveling individually but responsible for students upon arrival at the destination, please use the Group Trip guidance.
- Expenses incurred prior to a fully approved trip request through the Concur system are considered personal and are not reimbursable. Expenses incurred using the ASU travel card will be due back to the university.
- Receipts for travel must be submitted within 2 weeks of business travel end date, regardless of when the traveler is planning to return.
- Personal travel at the end of business travel does not extend this deadline!
Timelines for Individual Trip Information
Timelines below indicate no-less-than dates. Specific deposit needs may require earlier requests.
| Location of Individual Travel | Trip Information Form submitted no less than |
| Domestic | 4 weeks prior to departure date |
| International | 8 weeks prior to departure date |
Steps for submission of Trip Request
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.
Items you may need to attach to this information:
Budget – Provide CC and program or gift or just the name
Approval – you will need to have approvals in the following situations:
- Staff professional development
- Staff must make a detailed request (including conference link and total amount requested) to their supervisor and attach the approval response to the Airtable information, or forward a copy to the BarrettBusinessOffice which your supervisor has given approval. Email is fine.
- Faculty Dean’s Travel, Drescher, or other types of approved funding (no additional approvals needed to use annual Faculty professional development funds)
- attach the approval response to the Airtable information, or forward a copy to the BarrettBusinessOffice which shows you have been given approval. Email is fine.
If approval is based on a proposal, attach and forward the proposal as well.
- Others may be requested by your Travel contacts
Step 2 - Access your My ASU Travel profile (if you have done this, skip to Step 3)
Update your Profile:
- Select “Update a profile” from the landing page.
- Travelers are required to have updated information when traveling on ASU business. Complete as noted:
- Name must match legal documents used for travel
- Confirm/update contact information, email, phone, DOB
- Confirm/update emergency contact
- ACTIVATE E-RECEIPTS – this supports creation of your Expense Report
Add delegates: 
- Barrett Business Office personnel must be delegates to facilitate Trip Requests and Expense Reports in the SAP/Concur travel system. Add:
- Christine Fleetwood
- Geralyn Toth
Step 3 - Review/Submit your Trip Request in the SAP/Concur System
Review the Trip Request:
- You will receive an email notification from the Barrett Business Office when the Trip Request has been created in SAP/Concur and is ready for your review
- Access the trip in My ASU Trip
- From the landing page, you will see all active items.
- Select ‘Requests’ (this also displays the name, total, and 4-digit ID# of the request)
- From the landing page, you will see all active items.
- Carefully review the itemized expenses, notes, and attachments
- Trip Requests are estimates of expenses. Expense Reports are based on actual, eligible expenses within travel policy.
- Ask questions! Be sure you understand the information.
Submit the Trip Request:
- After a thorough review of the Trip Request created on your behalf, select the “Submit” button in the upper right
- Note that you will also see the 4-digit trip ID# here.
Final Approval of the Trip Request:
- You will receive an automated email from AutoNotifcation@concursolutions when your Trip Request has been approved.
- This is your official notification and allows you to begin making reservations for your travel
- This email will be followed up by an email from the Travel Contact in the Barrett Business Office with further instructions to proceed with your travel arrangements:
- Travelers are responsible for knowledge of all ASU Travel Policy and the My ASU TRIP Manual, as well as guidance from Barrett on the Barrett Intranet
- We are available to zoom with you to review any questions and provide guidance for your trip – just ask!
For International Travel
- Print a copy or take an image of the international travel card on your in-country cell phone. In the event of an emergency, call the 24/7 number for assistance. The state of Arizona provides international travel insurance.
- Register with the federal Smart Traveler Enrollment Program.
- If taking ASU electronic equipment, please visit the Digital Trust and Information Security webpage for more information — details for personal devices are provided on this webpage
Book your Airfare
- Travelers should book airfare immediately through Anthony Travel/Concur to take advantage of the best rates
- Information on booking airfare can be found in the My ASU TRIP Manual, linked above as well as in your My ASU Trip profile
- Use the four-digit Trip ID when booking in order to use the ASU Airfare card and thereby preserve your Travel Card spending limit for other travel related items
- Your booking information will pull directly into the Concur system
- YES, you can use your Frequent Flyer numbers to gain more points when booking this way. Be advised that booking with credited tickets or points is not a reimbursable expense.
- If you feel you need an exception to using Anthony Travel/Concur to book your flights, contact us immediately to discuss an exception.
Book your Lodging
- Travelers may utilize Anthony Travel/Concur to book hotels with the exception of designated conference hotels which must be booked by the traveler directly
- Use of the ASU Travel Card is permitted for conference hotels
- Travelers who book at an AirBnB or lodging other than a hotel with a standard refund policy may do so using their personal credit card (not ASU Travel Card)
- Reimbursements will be made with appropriate receipts when travel is completed in compliance with ASU and Barrett travel policies/processes
- Forward the booking confirmation to the Barrett Business Office immediately upon reserving
- Your final receipt must include: Your name as the guest, the accommodation type (single/double,etc), nightly rate and all fees charged, the street address of the lodging
- Please note that not all fees may be reimbursed (ex: pet fees, or fees that make the rate in excess of the allowable nightly rate)
Be prepared to submit your Receipts!
- Itemized receipts can be provided at any time during your travel via a PDF copy of the receipt (please no photos)
- Itemized receipts are required for all expenses except your personal/per diem amounts (meals/incidentals), when applicable
- Every receipt must:
- Show an itemized list of purchases / fees
- Hotel receipts must reflect occupant’s name, check-in/out dates, and all expenses charged
- Reflect the payment date, method, and amount
- Ground transportation receipts must include a description of the purpose of transportation, ie., ‘airport to hotel’, ‘home to airport’, etc.
- Receipts with tips in excess of 20% will be reduced accordingly
- Every receipt must:
- If you paid with a personal credit card, include a copy of the credit card used that reflects only
- Cardholder name and issuing bank
- Type of card (Visa, MC, AMEX, etc)
- Last four digits of card (please do not send full card information via email)
Incident Reporting
- Refer to the Incident Reporting webpage and ASU Policy EHS 115: Incident Reporting for a definition of and actions required for incidents that happen during ASU business activities.