Travel Card

Employees requesting a travel card are responsible for understanding all policies related to the use of a Travel Card. This information is provided to support faculty and staff in complying with the policies of the institution. 

Requesting a Travel Card

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

Step 1 - Open the Travel Card Forms-Application and Select Submit New Form

Step 2 - Review and bookmark the Training Requirements for future reference 

ASU Travel Card Standards of Use  ASU Commitment to Ethics

Step 3 - Applicant Information | Terms for Travel Card holders                                                   

Applicant Information: 

ASURITE ID (ex jsmith) - press TAB to auto-populate your personal information from the system

Phone number you want the card linked to. 

• This number is used by you to make inquiries on the card, or by the bank to advise you of activity on the card. Use a phone number you will remember!
• If you select your ASU Office phone number, it will autopopulate the Address line; if you are at a campus other than Temp, you will need to enter your address information

Acceptance of Terms: 

Read and click each box to agree to the terms/responsibilities for the ASU Travel Card

Step 4 - Card Limits | Account Information | Required Approvers (Hint: use ‘tab’ to navigate to next box)

• Employee Information: Confirm accuracy of auto-populated information 

   

• Card Use: 

  $2,500 is the only amount you may select without prior authorization for higher limits

   

• Approving Cost Center: 

  Add your Cost Center number - refer to notes in ‘Before you begin’ box at start of instructions            

• Travel Approver – Select One: Select Tricia Goffena-Beyer 

   

• Dean/VP Approval – Select One: 

  Select the hyperlink ‘Search for Dean/VP’

  • Search by Name – Erika Ladewig  - click Search
  • Click Select on the results, and Continue

Step 5 -  Form Processing | Mail Code 

Status of Form: 

Forms may take 5 business days to process; cards will take 2-3 weeks for receipt

Mail codes for receipt of cards: 

• Tempe 1612
• Poly 1980
• Downtown 1520
• West 2851

Requesting a temporary increase on your Travel Card

Before you begin:

• The limit on your travel card is reset weekly (approximately); charges you made previously are not using up the limits on your card for more than 7-10 days.
• Requests may take up to 10 business days to process (typically 3-5, but allow for longer time frames.)
• You must be logged in to ASU to access this Adobe form for completion

Step 1 - Open the Temporary Travel Card Increase Request Form 

• Landing page is pre-populated with routing information for the request 
• Select SEND to access request

• Complete the items on the form as noted below:

Concur Trip Name:                       enter N/A if this is a day trip, or field trip

Concur Trip Request number:      enter N/A if this is a day trip, or field trip

Business Travel Dates:                 required information; if one day only, put same dates in both lines

Date increase needed:                  required information

Cardholder name:                         as it appears on Travel Card

Last 4 digits of TRAVEL card:      XXXX

List Expenses:                              Provide enough detail to describe the need; enter TOTAL $         NEEDED

• Sign the form and select Next or Click to Sign to submit the form 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: 

• Follow steps 1-4 in the instructions for Requesting a Travel Card.
• At Step 4, select
•  Increasing limit, options:
• $5,000.00
• Other – provide amount
• Include a note in the Notes box explaining why increase is needed
• Enter all necessary items required on Step 4 to complete the request to submit for approval

References

• My ASU Trip
• Travel Card
• Travel Card standards of Use

• FIN 501: Travel Policy