Travel Card

Rev.

Purpose

This Process Guidance guides you through how to request a Travel Card. Travelers must familiarize themselves with all policies related to the use of a Travel Card. Providing this information ensures that faculty and staff of Barrett are supported with knowledge and resources to help uphold the policies of the institution. 

Items Covered

• Requesting a Travel Card
• Requesting a temporary increase to your Travel Card to pay expenses
• Requesting a permanent increase to your Travel Card limit

References

• Commitment to Ethics
• Financial Services Manual
• My ASU Trip
• Travel Card
• Travel Card standards of Use
• FIN 501: Travel Policy
• Barrett Processes: Travel Card
• Barrett Processes: Purchases and Reimbursements

Forms

View all forms on our Forms page.

• Temporary Travel Card Increase Request Form
• Travel Card Application

Requesting a Travel Card

Employees with upcoming travel may request a Travel Card to use while in travel status. 

Information you need before starting the Travel Card Application: 

• Cost Center - if you do not know the Cost Center, consult with your supervisor or the Business Office before beginning the request.
• The limitation of the card will be allowed at $2,500 unless you have been given prior authorization for a higher limit.
• The ASU Travel Card is to be used for expenses only when the Traveler has a fully approved Trip Request through the Concur system. 
• The ASU Travel Card may never be used for purchase of alcoholic beverages.

Completing the Travel Card Application: (must be logged in with ASURITE)

1. Open the Travel Card Forms-Application
2. Select Submit New Form
3. Training Requirements - ensure you have reviewed and understand the policies listed on ASU Travel Card Standards of Use  and ASU Commitment to Ethics
4. Recipient Information - complete the following:
   1. Enter your ASURITE ID (ex jsmith); press TAB to auto-populate your personal information from the system
   2. Enter the phone number you want the card linked to. This number will be used by you if you have to make an inquiry on the card, or by the bank if they need to advise you of activity on the card. Remember what number you used!
5. Contact Information - you do not need to complete anything
6. Acceptance of Terms - Acknowledge your understanding of each of the terms listed

7. The ASURITE ID of the Department Contact is not needed - skip this and click CONTINUE

    

8. The Submit New Form page will appear with your employee information listed. Ensure your information is accurate (see Mail Codes below - this is what directs the mailing of your card)
9. On this page, select ONLY:
   1. $2,500 for card limit. All other categories require Business Office approval first
   2. Enter your Cost Center number, this will start with "CC...."  press TAB to auto-populate
   3. Travel Approver  - select Patricia Goffena-Beyer

   4. Dean/VP Approval - select Erika Ladewig

       

10. Select Continue to submit the application

     

Mail Codes, Other information

Tempe 1612; Poly 1980; Downtown 1520; West 2851

Check the status of your form by returning to the website and selecting Forms in Process 

Travel Cards may take up to 2 weeks to process

Requesting a temporary increase on your Travel Card

If you are planning ASU Business travel (field trip, research travel, conference travel, etc.) and have been approved for a budget and expenses that can be paid by your travel card (ie, bus rentals, group lodging, business meals, etc.) but they are in excess of your card limit (generally 2500), you can request a temporary increase. Please note: travel cards reset on a weekly basis so your full limit is refreshed. If you still think you need an increase, read on...

1. Plan ahead. A request may take up to 10 business days to process.
2. Complete the Temporary Travel Card Increase Request Form. Hit SEND from the landing page to get started completing the form (yes, this is counter-intuitive).
3. It will auto-route to the Barrett Business Office email box where it will be pulled for processing.

Requesting a permanent increase to your Travel Card limit 

If you are engaged in frequent travel on behalf of ASU and your Travel Card limit is not sufficient to cover the expenses on a regular basis: 

1. Follow steps 1-9 in the instructions for Requesting a Travel Card.
2. When you get to Step 9, you will want to choose Increasing limit and select from the options on the left. If you select Other, you will need to enter an amount. You must also note why the increase is being requested in the Notes box.
   
3. Complete by following the remaining steps to submit for review.