Q: What do I need to do before my trip?
A: Prior to university funded travel, ASU travelers are required to complete and submit a travel claim. Submit travel requests through the My ASU TRIP website. See Submitting a Trip Request for detailed instructions.
Q: Do I need to submit paperwork prior to my trip if I’m not utilizing ASU funding?
A: Any and all ASU business-related travel requires a Concur Trip Request, at minimum. If not, utilizing ASU funding, a “Zero Dollar Trip Request” will be submitted. Please note, international travel requires Director approval, prior to the Trip Request Submission.
Q: Why is my spendable funding less than my total travel allowance?
A: Travel funding is subject to travel fees and Administrative Service Charges (ASC). Travel fees are incurred for each trip and ASC is applied to all expense transactions (including travel fees). Carbon Offset Fee (airfare) - $20 Expense Report Fee - $10.35 ASC - 8.5%
Q: If I pay for a conference fee ahead of filing a trip request, in order to get better pricing, can I get reimbursed?
A: Yes! You will include it in your estimated expenses within your Concur Trip Request, and you will be reimbursed after your return and approval of your Travel Expense Report.
Q: Can I arrive early for a conference?
A: ASU will allow travelers one (1) day prior and one (1) day after the conference dates for travel. Any deviations from this schedule requires preapproval.
Q: Do I have to travel directly to my destination?
A: Travel reimbursement is limited to travel expenses incurred using the most direct, frequently traveled route. Travelers traveling by an indirect route for their own pleasure will not be reimbursed for subsistence and travel expenses in excess of those that would have been required for travel by the most direct route. You will be required to provide a flight comparison in your expense report.
Q: How do I need to purchase an airline ticket?
A: Airfare expenses can be booked in Concur after your trip request has been fully approved. Travelers who choose to book outside of the Concur system will be financially responsible for the full cost of their flight until reimbursement can be processed after the trip.
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The traveler should select the lowest coach airfare using the most direct route that meets the traveler’s scheduling needs and the business purpose of the trip. If a traveler prefers a higher class of airfare, the excess cost will be considered a personal expense and is not reimbursable.
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Q: What do I need to do if I am driving to my destination or will be renting a car?
A: If you drive instead of fly, your car mileage expense is limited to the cost of what it would be to fly to your destination. Calculate the maximum miles that can be claimed by dividing the allowed airfare amount by .445. Attach the flight comparison to the car mileage expense as a backup for the amount being claimed. The university will reimburse for personal vehicle mileage at a rate of 65.5¢ per mile. All ASU travelers who drive university owned, leased or rented vehicles, including electric carts, for official business must complete the Authorized Driver Program. Please visit the Driving for ASU/Rental Vehicle page for more details.
Q: Should I pay for another traveler’s expenses?
A: No. 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 Zell transaction receipt, including amounts and names).
Q: Where do I send my receipts?
Q: Please upload receipts directly to your corresponding Trip expense report in Concur, or send all applicable receipts to **[email protected]**
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 Zell transaction receipt, including amounts and names).