Travel Guide - When You Return

The Necessary Paperwork

What form should you use?
Please use an In-State Travel Authorization/ Claim Form to submit a claim for travel expenses incurred on official university business in-state.

For travel expenses incurred on official university business other than in-state,
please use a Travel Authorization/Claim Form and attach detailed explanations when required.

What receipts do you need?
Original receipts for airfare, lodging, telephone calls, parking, registration and vehicle rental. Ground transportation that costs more than $50 requires an original receipt and must be attached to the Travel Authorization/Claim Form. All receipts must be taped or stapled to an 8.5-inch by 11-inch piece of paper.

When should you submit claims?
Claims should be be submitted no more than seven (7) working days after you return from a trip.

Can you submit expenses incurred on behalf of another member of the ASU faculty or staff?
You are not usually allowed to submit expenses incurred on behalf of another faculty or staff member.

What is the certification procedure?
You—as the traveler—must sign the claim form.

What are the exceptions to this process?
All exceptions to travel policies and procedures must be approved by the president, campus provost or area vice president in writing prior to the travel.

How soon should you submit your claim form?
The sooner you submit your Travel Authorization Claim form, the sooner you will receive a reimbursement. It is especially important to travelers who use Diners Club corporate cards. Since many of your expenses might have been charged to the corporate card and will be billed to you directly, you will want to receive your travel reimbursement before you have to pay the bill.

Remember that it usually takes between two and four days for your claim—and subsequently, your reimbursement check—to go to and from the Travel Reimbursement Office in the mail.

What if you owe ASU money?
Whenever the total amount of your advance exceeds your total expenses, you must submit a check payable to Arizona State University with the Travel Authorization/Claim form.

Finally, when can I expect reimbursement?
If the Travel Authorization/Claim form is complete and accurate, reimbursement (if applicable) will be made in approximately ten (10) working days from the time the claim form reaches the Travel Reimbursement Office. An incomplete or inaccurate voucher will delay processing while the necessary information and/or documentation are obtained. Again, variances in the above steps notwithstanding, you should physically receive any reimbursement for travel expenses within ten (10) working days from the date forms are RECEIVED by the Travel Reimbursement Office.