The Business Office staff will create an expense report for each trip on behalf of travelers. It is the traveler’s responsibility to upload receipts and complete the expense report for review within 15 days of completing the trip. You are allowed a maximum of 30 calendar days after the end of your trip to submit your Travel Expense Report.

<aside> ‼️ WARNING: Failure to submit a complete expense report for approval within 30 days, upon completion of your trip, will result in the loss of travel funding.

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Should you require assistance, please make an appointment in-person or via Zoom with Michelle Pyde.

Accessing the Expense Report in your Concur profile.

Documentation Required for Expenses

Airfare Expenses

• Airfare receipts must include traveler’s name, full itinerary and proof of payment.

• To print a receipt for a flight purchased in My ASU TRIP, go here.

• Ensure the correct travel service code is selected (”Coach Class”).

  

• Provide business purpose for any flight changes/adjustments, if applicable.

<aside> ‼️ IMPORTANT: Justification needs to be provided if airfare is not a round-trip flight from Phoenix. Flight comparison is required as part of documentation.

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Taxi/Rideshare Expenses

• Ground transportation must be related to ASU business (i.e. travel to/from airport, travel to/from accommodations, travel to/from business meeting, etc.
• Include comment for each expense line to indicate departure and arrival location explanation (ex. “Airport to conference hotel”; “Hotel to conference location”).
• Gratuity cannot exceed 20%.

Hotel Expenses

• Hotel receipts must identify traveler’s name, dates of stay (check-in/check-out dates) and proof of payment.

• Provide business purpose for any hotel changes/adjustments, if applicable.

• Itemization is required.

  

• If hotel does not populate from dropdown menu, you can simply type in the hotel name.

Rental Car Expenses

• Expense must have been included on the trip request and driver was authorized prior to trip.

Other helpful recourses

• My ASU TRIP Manual (pg. 80)
• Traveler Resources page (under Expense Reports)

Daily Allowances (Per Diem)

• Meal receipts are NOT required.
• At minimum, a travel itinerary is required in order to properly calculate per diem amounts.
• Travel itinerary can be determined from airfare ticket, if applicable.

How to create a travel itinerary for per diem expenses.

• If you drove to your destination, complete a Travel Itinerary & Mileage Details form to generate an itinerary for the Business Office staff.

<aside> ‼️ IMPORTANT: For receipts that do not clearly include proof of payment, a bank statement/printout that corresponds with the detailed receipt should be provided to support expense.

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POST-TRIP FAQs

• Q: What if I paid for another traveler’s expenses?

  A: Each traveler should be responsible for their own expenses in order to ensure proper reconciliation of funding. If expenses are shared, be sure to keep documentation to support this shared cost (ex. Venmo or Zelle transaction receipt, including amounts and names).