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Taking Trips

Restrictions are in place for all business travel. View the latest update.
Updated 4/7/2021

All trips with an overnight stay are processed in My ASU TRIP with a request submitted before travel and an expense report submitted within 30 days after a trip ends. My ASU TRIP is an end-to-end travel system for ASU faculty, staff, and students to create trip requests, book travel, and submit expense reports. The system is used for all trips with an overnight stay.

Before You Start

Work with your supervisor to determine the funding source prior to starting this process.

Faculty can request assistance through ServiceNow.

Documents You'll Need

  • My ASU TRIP Manual
  • Conference brochure (if attending a conference)
  • Pre-Travel Authorization Form (if using Professional Development)
  • Approved Scholarly Activity Funds Application (if applicable)
  • Email authorization to travel on grant funds (If using grant funds and traveler is not the Principal Investigator)

Process

Part 1 – Pre-Travel Authorization (Professional Development Funds only)

The Pre-Travel Authorization Form is only required if traveling on Professional Development Funds. If you are traveling on RID, IIA, Start-up, grant, gift funds, or have an approved Scholarly Activity Application go directly to Part 2 – Create a Trip Request.

Staff Pre-Travel: 

Faculty Pre-Travel:

  1. At least six weeks prior to your travel start date, and prior to entry into Concur, request a Pre-Travel Authorization Form by sending an email to CHSTravel@asu.edu.
  2. You will receive an email from Angela Smith via DocuSign with a link to the form. Click the “Review Document” button in the email to access the form.
  3. Fill all required fields and attach the following documents:
    • Conference Brochure (if attending a conference)
  4. Electronically sign the form and click “Finish”.
  5. The form will be automatically routed for approval:
    • Dean's Direct Reports - Tyna Chu
    • Tenured/Tenure-Track Faculty – Carol Johnston
    • Non-Tenure Eligible Faculty - Colleen Cordes
  6. Once approved, you will receive an email from “DocuSign System” containing a link to the completed form. Download a PDF copy of the approved Pre-Travel Authorization Form.
  7. Proceed to Part 2 – Create a Trip Request.  Be sure to attach a copy of the signed and approved Pre-Travel Authorization Form to your Concur Trip Request.

Part 2 - Create a Trip Request

Log into Concur to create your trip request. If applicable, attach the signed Pre-Travel Authorization Form. A delegate* may create a trip request for you with the information from the Pre-Travel Authorization form.  Then your only step is to review and click submit.

*a delegate is unable to submit on the traveler's behalf.  It is the responsibility of the traveler to verify all information entered is complete, accurate, and that it is submitted for approval.

How to Create a Trip Request (Page 30 of My ASU TRIP Manual)

Part 3 - Book Your Travel

Booking travel within Concur is ASU's preferred method.  One great benefit to booking in Concur, other than convenience, is that your itinerary can be imported into your expense report - you won't have to create one!  However, you may book your travel outside of the system and enter your itinerary manually.

How to Book Travel (Page 52 of My ASU TRIP Manual)

Part 4 - Create an Expense Report

Once you have returned from your trip, log back into Concur and create your trip's expense report.  Expense reports must be submitted within two weeks of your return.  A delegate* may create the expense report for you, then you simply review and click submit.

*a delegate is unable to submit on the traveler's behalf.  It is the responsibility of the traveler to verify all information entered is complete, accurate, and that it is submitted for approval. 

How to Create an Expense Report (Page 72 of My ASU TRIP Manual)

Additional Resources

Last page update: April 7, 2021 - 5:10pm