Business Travel Reimbursement

Travel Reimbursement

All business travel with an overnight stay or airfare must be managed through the My ASU TRIP system (Concur). Read the ASU Travel Policy and My ASU Trip Manual to learn about our travel policy and the correct procedures for creating a trip request prior to your trip and an expense report after you return.

Getting Started in My ASU TRIP

  • Update your My ASU TRIP profile.
  • Add a delegate, your SCAI Business Office contact.
  • Submit a trip request in My ASU TRIP/Concur before making any travel bookings.
  • Trips over $5,000 or to high-risk areas require Dean/Director pre-approval.
  • Email Torie Zoph at [email protected] to obtain the pre-approvals.
  • In the comments section of the trip request/travel expense report, add information on how your classes will be covered during your ASU business trip.
  • If you are an active student worker/employee, you may already have an active profile. Your profile is active if you can log in to My ASU TRIP. If not, work with the department funding your trip and complete the manual profile form.
  • Update your My ASU TRIP profile.
  • Add a delegate, your SCAI Faculty’s Business Office Contact.
  • Submit a trip request in My ASU TRIP/Concur before booking or making any purchases.
  • Students traveling for ASU business must attach approval from their faculty to their trip request.
  • SCAI PhD students are eligible for a $250 SCAI Conference Award once each fiscal year (July 1st – June 30th)
  • International Travel: All students traveling internationally for ASU business must register their trip with the Student International Travel Registration System prior to submitting their trip request and attach approval from the Global Education Office (GEO) to their request for review.

After Your Trip

Submit a complete and accurate travel expense report in Concur with all receipts and proof of payment within 30 days of your trip’s end date.

Important Travel Policies

Submit Trip Request in Advance

Submit trip requests at least 4 weeks in advance for domestic travel and 6 weeks for international travel to allow for all necessary approvals.

Authorized Driver

If the traveler plans to rent a car, they must be authorized through ASU’s Authorized Driver Program before travel. Rental expenses will not be reimbursed if the traveler is not an approved driver. The traveler can only request rental car, gas, and parking expenses. Travelers must be faculty, staff, student workers, or registered volunteers.

Mileage

The traveler can claim mileage and parking expenses only if they use their personal vehicle for ASU business travel. If the travel cost via mileage is more than the flight comparison, the traveler is limited to requesting the equivalent amount of the airfare plus $50.00 to cover all car-related costs, including parking.

Group Travel

If more than one ASU personnel are travelling in a group (sharing car, business meals, lodging, etc.) and attending a conference or business event, review the Group Travel section here, in the ASU Travel Guide and adhere to the travel policy guidelines for the reimbursement process.

Meals

Exclude any meals provided by the conference or host organization, or included by the airline, from the travel expense report. The non standard meal allowance should be used only when claiming an amount less than the standard daily allowance. In these cases, the standard daily allowance amount must be indicated in the comments section. Information on standard daily allowance rates is available here:

Lodging

The traveler must provide a hotel receipt reflecting the traveler’s name, check-in and checkout dates, an itemized bill, the hotel location, and a payment confirmation.

Gratuity

Gratuity should not exceed 20% of the total of food, beverage, or taxi ride without tax or any other fee/charge. Any amount over 20% will not be reimbursed. Alcoholic beverages cannot be paid for with university funds.

Proof of Payment

For all paid receipts over $50, proof of payment is required. All proof of payment must include the reimbursement requester’s name and the last 4 digits of the account/card used.

Funding / Account Allocation

If the traveler has multiple funding sources (for example, a SCAI Conference Award, faculty funds, or another award/grant), they must show how each funding source will be applied in both the trip request and the travel expense report. See the ASU Travel Guide, as there is guidance on how to allocate more than one funding here, for the trip request and in here, for the travel expense report.

Personal Time

ASU defines out-of-state business travel as beginning 1 day before and ending 1 day after your event dates. Anything outside of this is considered personal travel. ASU defines international business travel as 2 days prior to the event if needed, and the traveler must return the next day after the conference/event. Anything outside of this is considered personal travel.

  • Including personal time in your trip? Select “Yes” for Personal Travel in your travel header. You must also retain a screenshot showing the cost of airfare for business travel dates only and include it with your expense report.
    • Travel costs associated with personal travel are not reimbursable. If your flight includes personal travel, you must provide an airfare comparison showing the cost of flying only for the business portion of the trip. Travelers should obtain this comparison at the time of booking.
  • Adjust your travel dates to fit business travel.
  • Provide or clarify evidence of in-person business events extending your eligible travel dates to match your header in Concur.

Helpful Links

My ASU TRIP system (Concur)
Manual Profile Form
My ASU Trip Manual
Authorized Driver Program
ASU Travel Policy
Student International Travel Registration