Travel Quick Reference Guide

Barrett Travel – Quick Reference

This is not a comprehensive list. Travelers are responsible for knowing ASU Travel Policies. Barrett policies and processes are in place to ensure compliance with ASU policies. 

 Policy tid bits: 

• My ASU Trip; FIN 501: ASU Travel Policy; Barrett Intranet; ASU Travel Card   
• Overnight travel for ASU business must be documented, regardless of whether expenses are incurred.
• Expenses incurred outside of a fully approved Trip Request in the SAP Concur Travel system will be considered personal and funds due back to ASU, or non-refundable.
• Update My ASU profile (legal name, DOB, emergency contact, e-receipts) 

Requests / Documentation:

• Complete the Airtable Trip Information form to begin your request. The following types of requests will auto-route emails to the appropriate party for approval:
  • Dean’s Travel funding request
  • Supervisor approval (for staff requests)
  • International travel requests
• Itemized receipts are required for all items except per diem.
• Itemized receipts must be submitted immediately upon completion of business travel. Personal payments require proof of payment.

Travel Cards:

• Holding an ASU Travel Card is optional, but highly recommended
• Refer to Barrett Intranet and Travel Card website for requesting and ASU Travel Card policies. 

Personal Travel with ASU Business Travel:

• Expenses incurred require cost comparison for extended travel dates/inclusion of non-Barrett/ASU participants to demonstrate costs were not increased as a result.
• ASU’s policy of ‘most cost effective’ method for all travel expenses still applies.
• If you have personal travel prior to business travel, allowable expenses begin one day prior to the business date. This includes international travel which allows 2 travel days to your destination. 

Booking your Travel:

• Airfare is booked through Anthony Travel.
• Lodging should be booked through Anthony Travel with exception of conference hotels.
• Airbnb and other non-standard lodgings are paid personally and reimbursed with appropriate documentation, in accordance with ASU policy and allowable rates. Be aware this type of lodging charges fees that are included for calculation of nightly rate, in addition to having less favorable refund policies. 

Three main types of travel:  

• Individual
  • Conferences, research, annual meetings, etc.
• Group
  • Optional group activities through student services; Global Resolve; Global Flex; optional group activities as requested
• Field Trips
  • Held in the context of a course; credit or non-credit bearing

Incident Reporting:

• In addition to reporting to Barrett administration, please 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.

References

• FIN 501: Travel Policy
• Financial Services Manual
• My ASU Trip
• My ASU Trip manual

• Travel Card