Travel Guide - Before You Leave

Before You Leave

TRANSPORTATION AND ROUTE
Travel reimbursement is limited to travel expenses incurred using the most direct, frequently traveled route. If your transportation and subsistence expenses are more than they should be because you take another route or method, you must pay the difference yourself. If a chosen alternative route requires additional time, you may have to use vacation leave time for the extra days you are gone.

PURCHASING TRANSPORTATION TICKETS
For your convenience, you may purchase transportation tickets with your ASU P-Card or through the university's contracted travel agency. If you purchase tickets this way, the airfare will be billed directly to the university.

You also can purchase airline tickets from ADTRAV, the university's contracted travel agency.
To get started, you first must complete a personal profile online RezProfiler.

Contact ADTRAV:
1.866.862.3953 | asutravel@adtrav.com

Travelers using the ASU P-Card are required to submit a copy of the approved Travel Authorization form to the designated departmental person who maintains Purchasing Card records. The approved Travel Authorization form should be filed with the Purchasing Card Memo Statement. You also may charge your transportation to your ASU Diners Club Corporate Card or any other personal credit/charge card and then be reimbursed for expenses.

BY AIR
Commercial airlines. The lowest available fare—which is usually coach fare or the equivalent—should be selected. Tickets should be purchased in advance to take advantage of available fare discounts such as the 21-day advance purchase discount. Airfare cost savings can sometimes be obtained if you extend your trip to include a weekend stay.

Additional lodging and per diem expenses are reimbursable if the weekend stay occurs in the city where the conference/meeting was held and if the additional expenses are less than the costs that you would have incurred if you traveled on a weekday.

BY LAND
You may travel by train or bus, but will need advance approval from your vice president if standard air service is available.

AUTOMOBILES
State owned
State-owned vehicles are available and should be used for university-related business. For details, contact your Business Operations Manager or ASU Fleet Service. Parking fees, highway tolls and other related items are allowable expenses.

Privately owned
When you use a privately owned vehicle for official business, you will be reimbursed for mileage. However, if you take your car when you could have taken a plane, you cannot claim more than the airfare plus incidental in-town transportation that would have been allowed for the same trip by public transportation. Moreover, when you use a privately owned automobile, you cannot claim a subsistence expense greater than the amount you would have claimed if you had taken public transportation.

Rental Cars
ASU has agreements with several different car rental companies. When reserving a car, request a standard vehicle. You will pay for the rental and then be reimbursed by the university because ASU does not accept billing from car rental agencies. Make sure you have receipts to be reimbursed for gasoline purchases.

IMPORTANT INSURANCE NOTE: University employee business travelers are covered by State of Arizona Risk Management liability insurance and should decline any additional insurance offered by the car rental agency.
This rule does NOT APPLY in foreign countries.

Local transportation
Local transportation by bus, streetcar or taxi will be reimbursed.

Other
Approved expenses for any other conveyance or travel situation will be reimbursed upon approval of your vice president.

Mileage rates
Use of a private automobile for university business will be reimbursed at the rate of 44.5¢ per mile (updated November 15, 2006) whether or not a state vehicle is available.