Travel Request Information
A Travel Request form is designed to be a complete summary of a trip. While the charges may be estimates, it tells the who, when, where, and why's of a trip.The reasons for completing the Travel Request are to notify the supervisor about an absence, for budget approvals, and for insurance coverage for work related travel. The Travel Request form is now available on-line or in a two-part NCR format. Two-part NCR forms are available in the ASU Travel Office, RH 3-307. Four-part NCR forms will no longer be available.
A separate Travel Request form should be completed for each trip. The exception would be if the traveler is traveling to the same location, has the same purpose, and with the same/similar expenses expected for each trip, within a designated time frame. Exceptions may be made on a case-by-case basis, when approved by the Travel Compliance Designee in advance of any travel.
A separate Travel Request form is also required for each traveler. An exception would be if the trip is for a group, and one person is responsible for all of the charges. Each travelers' name should be listed on the form or an attached page, for insurance purposes. A Travel Request should be on file for you, as an individual if you are expecting to be reimbursed for any portion of the trip.
If attending a conference, training, or seminar, please send a copy of the conference brochure/training brochure, or other descriptive material, including the itinerary and list of classes and sessions you will be attending, along with the Travel Request. Indicate on the Travel Request what form of payment will be used to pay the registration fee, if there is one.
Incomplete Travel Requests will be returned.
The Travel Request should be submitted to the Travel Office at least two weeks before traveling. Once the Travel Office receives the completed request form, it generally takes 2-3 working days to process, longer if additional signatures are required. If a state vehicle is requested, a copy of the form will be sent to Facility Services to confirm the trip. The original form will be kept in the Travel Office for reimbursement purposes, once all of the signatures have been obtained. The traveler should keep a copy of the Travel Request with them during the trip. This copy will be required if the traveler is using a state vehicle.
If there are any changes or cancellations to the Travel Request, please notify the Travel Compliance Designee by email.