Travel Guide - Getting Approval

Making It Official - Getting Approval

Out-of-state university travel must be approved in advance by the appropriate Authorizing Travel Official (ATO) for your department.
The MyASU Travel online travel application is the preferred method for getting approval, but you also can submit the ASU travel authorization/claim form with the appropriate ATO signature.

Your supervisor can verbally approve in-state travel and documentation can be submitted after your trip is complete.

GETTING STARTED: Travel Advance and prepaid Expenses

INSURANCE
When you use a privately owned vehicle for official university business, you must have current vehicle insurance and a valid driver's license.

DAMAGE CONTROL
A traveler's own liability insurance must respond to the limit of the policy if the traveler, on approved travel, is at fault in an accident involving a privately owned vehicle. If the amount of damage exceeds coverage, the state's self-insurance liability coverage will cover the amount over the policy limits.

OTHER CHARGES
Charges for checking and storage of personal baggage and university property related to approved travel are allowable.

TRAVEL CANCELLATIONS
Travelers, not the university, must cancel reservations when necessary. After a trip is cancelled, you must immediately notify Travel Reimbursements if the trip was encumbered and promptly refund all advances to ASU.

THE CORRECT FORM
All requests for a travel advance should be submitted online using MyASU Travel or on the travel authorization/travel claim form.
You may fax your paper request to Tempe Campus at 480.965.8174 or West Campus at 602.543.6712.

ADVANCES
You can receive a travel advance for authorized university travel. When you receive a travel advance, you agree to pay Arizona State University in full and/or submit an acceptable travel claim within seven (7) days after your trip is completed. If ASU has to forceably collect the travel advance, you authorize Arizona State University to deduct the amount of the advance from your paycheck through a payroll deduction. If the issue is turned over to a collection agency, you will be obligated to pay the collection agency's fee.

AIRFARE OR CONFERENCE REGISTRATION
You can receive a 100% advance for airfare and/or conference registration.
Travelers also can use the ASU P-Card to pay for airfare and conference registration.

PREPAYMENT OF REGISTRATION FEES
If you want the university to prepay conference registration fees, you should use an online payment voucher (PV) through Accounts Payable. Reference the PV number on the travel claim.

HOTELS
Travelers are encouraged to use the ASU Diners Club MasterCard Corporate Card for hotel expenses. If the hotel does not accept Diners Club credit cards, a traveler can get an advance for 75% of estimated hotel expenses. Travelers cannot use the ASU P-Card to pay for hotels.
Diners Club MasterCard Application form.

PER DIEM
Per diem estimates may be advanced at 75%. If you use the online travel application MyASU Travel, your per diem allowance for lodging and/or meals will be calculated automatically. For current per diem rates, go to the Per Diem page.

PLEASE ALLOW TIME
Please allow 48 hours for an advance request to be processed. Travel advances are deposited electronically to the traveler's desigated checking account. If direct deposit is not available for the traveler, checks will be processed nightly and available for pick up at the Cashier's area on the second floor of Student Services Building. You can authorize another person to pick up your advance check as long as they have an ASU ID.

NOTE: If settlement of a previous travel advance is more than thirty (30) days delinquent, an additional advance may not be issued.