All ASU travelers are required to complete a Concur Trip Request through MyASU TRIP Travel System. Concur Trip Requests must be submitted in advance of the actual trip.

Always review ASU’s Current Travel Guidance well in advance of your trip so that you can be aware of the university policies, procedures and safety expectations. The My ASU TRIP Manual can also be referenced for information not included in this departmental guide.

Travelers to international destinations should also review the international travel webpage. Student or faculty-led international travel requires registration in the Student International Travel Registration System. Submit a Concur Trip Request in My ASU TRIP after approval from the Global Education Office (GEO). This approval email should be included as an attachment in your Concur Trip Request.

Submitting a Trip Request

<aside> ‼️ IMPORTANT: Expenses must be booked after your Concur Trip Request has been fully approved. ASU highly recommends travelers to book airfare, hotel and rental car expenses within the Concur system. The university will not reimburse travel expenses incurred without a previously approved Concur Trip Request. Expenses paid directly without the required pre-authorization will be considered personal expenses.

Travelers must include all estimated expenses in the original Trip Request, up to their funding amount. This helps travelers plan appropriately within their budget, and ensures smoother reconciliation upon completion of the trip without additional approvals. Expenses that are not itemized on the Trip Request may not be guaranteed eligible for reimbursement.

Expenses should be booked in the traveler’s name. Any deviation to this policy, will require justification and Dean approval.

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1. Either log into your “MyASU” page and navigate to the “My Employment” section. From there select “My ASU Trip” OR simply navigate to the ASU Travel Services Website, via **https://cfo.asu.edu/myasutrip**. From there, click on “My ASU TRIP” to enter the Concur system.

1. You will be navigated to the Concur Homepage where you will want to click on Start a Request.

1. The Request Header tab opens, with a list of fields with red asterisks (*), which represent required information that you must complete.

   

   Request Header Details:

   • Trip Name: Create a short, easy-to-remember and unique name for your trip.

   • Trip Type: Select the appropriate option from the drop-down menu.

     

   • Traveler Type: The Traveler Type field should be auto-populated, based on the information in your My ASU TRIP profile. If not, select the appropriate option from the drop-down menu.

   • Business Trip Dates: Enter the appropriate start and end dates for the business portion of your trip by clicking the calendar icon in the Business Travel Begin Date and Business Travel End Date fields.

     • If personal dates of travel fall before or after, the business portion of travel, you will not include them in this section.
     • ASU Travel allows for one day prior to and after as travel days, when attending a domestic conference. International conferences allow for travel days prior.

   • Main Destination City: To select your trip location in the Destination field, start typing a city name or use an asterisk (*) to see a complete list of cities from which to choose.

     • If a trip includes multiple destinations without returning to the Phoenix area in between, choose one of your destinations to include in the “Main Destination City” field.
     • You must include a general itinerary for the multiple destinations in the “Comments” section of the Request Header.

   • Project/Gift/Grant/Program: Select one of the following for the trip accounting, unless otherwise specified by an MDT Business Office staff member.

     	Project/Gift/Grant/Program	Cost Center
     Dance	PG13335	CC1264
     Music	PG03342	CC0331
     Theatre	PG13334	CC1262

     

     

     

     Cost Center should auto-populate based on the Project/Gift/Grant/Program entered, but please select the corresponding Cost Center above from the drop-down menu.

   • Personal Travel: Answer “Yes” or “No” as appropriate.

     • Personal travel is identified as a full day of additional travel outside of business-related travel. This would not include travel days.
     • Personal travel should only be included if this date falls between business purposes.
     • If answering “Yes” you must indicate the exact date(s) of personal travel in the “Comment” field of the Request Header.

   • Business Type: Select the appropriate option for the type of trip. For conferences, concerts, or performances, please indicate the corresponding website in the Comment section.

   • Conference Host: The Conference/Event Host field is required, even if you are not attending a business conference, in which case you may enter in "NA."

   • Public Purpose/Benefit to ASU: Describe the reason for your trip and how it will benefit the university.

     • Examples of supporting language: “Participation brings recognition and awareness of MDT programs at ASU.”

   • Comment: Use this section to identify personal travel dates, include itinerary for a multi-city trip, and/or include conference website URL. You can also use this space to add further detail about the trip, if necessary.

   <aside> 📌 CONSIDER: If your travel is to a conference, you will also be required to attach a copy of the conference brochure. This can be a PDF of the conference main page.

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2. Click “Save.” As long as all of the information is correct you will be directed to the Expected Expenses section, otherwise you may need to update or add information before you can proceed.

3. All ASU-Funded and International Concur Trip Requests require an RFF attachment.

1. Use the +Add button to itemize estimated expenses.

   

Expense Details:

• Airfare: If the total amount of travel funding is less than your airfare, please only indicate the approved amount in the designated field.
• Daily Allowances: This expense type is used to calculate per diem. It is automatically calculated based on the trip dates and destination city entered in the trip header.
• Mileage: If you select mileage, there must be justification that driving to your destination is the most cost-effective option (i.e. traveling with equipment or instruments). You may be required to provide an airfare estimate as comparison to an MDT Business Office staff member.
• Rental Car: All travelers must take a defensive driver training before renting a car (Driving for ASU/Rental Car Usage). Check the “Traveler has completed defensive driver training” checkbox if you’ve completed the training. Make sure to take the training before going on the trip or you will not be eligible for reimbursement.
• Zero Dollar Trip: If you will not receive university funding for your travel but have been instructed to submit a trip request, the only expense required is “Zero Dollar Trip”.

1. Once all expenses are inputted, click the “Edit Approval Flow” button.
2. Select your Cost Center Manager by entering “Pyde” into the field and select “Pyde, Michelle” from the profile that appears. ATO and Dean/VP fields can be left blank as they will be added by the Cost Center Manager. Click “Save.”
3. Click “Submit Request”. A Confirm pop-up page will appear, informing you that the request was successfully submitted.
4. You will receive a notification once your trip request has been fully approved. At that time, you can move forward with making bookings in the Concur system.

PRE-TRIP FAQs

• 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 Concur Trip Request. Submit travel requests through the MyASU TRIP Travel System.

• Q: Do I need to submit paperwork prior to my trip if I’m not utilizing ASU funding? (Faculty/Staff Only)

  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, which is included in the RFF: Faculty Travel form.

• 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. If conference registration is the only travel expense, the business office recommends submitting an RFF Reimbursement to avoid associated travel fees.

• Q: Can I arrive early for a conference?

  A: ASU will allow travelers one (1) day prior and one (1) day after the domestic conference dates for travel. Any deviations from this schedule requires pre-authorization and justification.

• 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. You must have a fully approved Concur Trip Request in place before booking your airfare.

  <aside> ❗

  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. This will also require a flight comparison.

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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 67¢ 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?