Financial Services Manual (FIN)

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Effective: 6/21/1983

Revised: 7/1/2009

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FIN 504: In-State Travel

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Purpose

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To allow university employees to travel in the state on official university business. Also, on an as-needed basis, to allow students to travel when specifically approved by the college or department.

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Source

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Arizona Revised Statutes §§ 38–621 to –627

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Policy

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Travel Authorization

The required authorization for in-state travel depends on whether the traveler requests a travel advance. If a travel advance is requested, the traveler must obtain written travel authorization before the trip starts from an authorizing travel official (ATO) who occupies a higher-level position than the traveler or who is a business manager reporting to a higher-level position. Follow the out-of-state travel authorization procedures (see FIN 505–01, “Out-of-State Travel Authorization”) for in-state travel requiring a travel advance. If no travel advance is requested, the traveler may obtain verbal, rather than written, authorization before the trip starts from the appropriate agency/org signer or ATO. The agency/org signer or ATO granting approval must occupy a higher-level position than the traveler or must be a business manager reporting to a higher-level position.

When in-state trips are an implicit part of an employee’s position and related to job duties, such approval is implied at the time of hire and no trip-by-trip approval (either written or verbal) is needed. In all cases, a specific public purpose must be documented on the travel claims, including the topic or purpose of meetings.

Additionally, travel within 100 miles of the Arizona border, e.g., to Las Vegas, must be authorized in advance, in writing, and in accordance with the policies under FIN 505 to be considered out-of-state travel. Otherwise, such travel is considered in-state and is subject to the in-state per diem and lodging rates.


Reimbursement

An In-State Travel Authorization/Claim Form is used to reimburse mileage and other out-of-pocket expenses for in-state travel not involving a travel advance. An In-State Travel Authorization/Claim Form for ongoing expenses, e.g., local mileage, should be submitted on a regular basis.

Follow the out-of-state travel reimbursement procedures (see FIN 505–02, “Out-of-State Travel Reimbursement”) for in-state travel requiring a travel advance.


Post-Settlement Adjustments

Subsequent to the initial reimbursement of travel claim expenses, an audit or other review may identify an error that resulted in an over- or underpayment to the traveler. In these cases, a repayment to the university by the traveler, or an additional payment to the traveler by the university, will be made regardless of the timeframe and funding source.


Potential ASU Foundation Reimbursement

There is an option in those cases where a request for reimbursement is less than completely paid by ASU due to the restrictive state rules. That option is to submit a request for disbursement for any unreimbursed portion to the ASU Foundation for payment by funds maintained in an ASU Foundation account by the requestor’s campus, college, or unit. If this option is pursued, the requestor must determine that the campus, college, or unit has funds at the ASU Foundation that permit this additional reimbursement. Sometimes this approach works, sometimes it doesn’t, but it is worth considering. The campus, college, or unit business office should be able to assist in making this determination. The ASU Foundation requires the requestor to submit a copy of the request for reimbursement that was submitted to ASU, along with its request for disbursement form, properly completed and approved. ASU Foundation forms are available through ASU MS Outlook.


Bus and Light Rail Passes Purchased with University Funds

Departments may purchase bus and/or light rail passes for official ASU use only, such as traveling from one ASU campus to another campus. Departments may not allow employees or students to use the passes to commute between home and ASU, or to any other location when not on university business.

Departments purchasing passes are required to maintain a log of all uses, indicating for each use of the pass the employee’s name, date of use, starting point and time, and ending point and time. If the starting or ending point is not an ASU campus location, an explanation of the ending location is also needed.


Reimbursement by a Third Party

A traveler who receives reimbursement from a third party for travel expenses claimed on the travel reimbursement must return those funds to ASU. The returned funds shall be deposited to the agency/org and object/sub object code where the travel reimbursement was processed. This includes any travel pre-payments made by ASU.

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Procedures

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In-State Travel Authorization and Reimbursement D


Responsibility
Action
Traveler
  1. Obtain verbal approval from the appropriate agency/org signer or authorizing travel official (ATO) for in-state travel not requiring a travel advance or funding encumbrance.
If a travel advance is required:
  1. Follow the procedures for out-of-state travel described in FIN 505–01, “Out-of-State Travel Authorization.”
  1. If the traveler needs to rent a vehicle, the traveler must attend defensive driver training before renting the vehicle. The defensive driver training is valid for three years. See EHS 119, “Motor Fleet Safety,” for additional information.
Agency/org signer or authorizing travel official (ATO)
  1. Approve or disapprove subordinate’s in-state travel.
When the trip is over:
Traveler
  1. Complete an In-State Travel Authorization/Claim Form and attach the required receipts (see FIN 511, “Receipts and Itemization,” for the guidelines regarding receipts and itemization). See below for instructions on completing the form.
Agency/org signer or ATO
  1. Sign and date the completed In-State Travel Authorization/Claim Form, documenting approval of the expense reimbursement.
    Note: The agency/org signer or ATO approving the expense reimbursement must occupy a higher-level position than the traveler or must be a business manager reporting to a higher-level position.
Traveler
  1. Submit the top copy of the completed and approved In-State Travel Authorization/Claim Form, along with required receipts and documentation to Travel Reimbursements.
Travel Reimbursements
  1. Process the In-State Travel Authorization/Claim Form and provide reimbursement to the traveler.

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Instructions for Completing the In-State Travel Authorization/Claim Form

If no travel advance is involved, complete an In-State Travel Authorization/Claim Form after the trip and submit it to Travel Reimbursements.

Page

Required. Enter total number of pages submitted, up to a maximum of 99 pages.

Date

Required. Enter date of request in MMDDYY format.

Accounting Period

Leave blank.

Budget FY

Leave blank.

Action

Leave blank

Traveler ID Number

Required. Enter the traveler’s ASU ID number.

Traveler Name

Required. Enter the traveler’s name.

License Plate Number

Required, if claiming mileage on a personal vehicle or expenses on a department-owned vehicle.

Inclusive Dates

Required. Enter travel dates from beginning to end.

Purpose

Required. Explain the reason for the trip(s). Also justify the necessity of a rental car, use of a privately owned or rented aircraft, or any unusual expenses. Attach additional page(s) if necessary.

Date

Required. List all travel dates individually in this column.

Departed from

Required. List the name of departure location, street address and city (unless the location is universally well-known, e.g., Phoenix Sky Harbor International Airport or the Tempe campus), and the time of departure (a.m. or p.m.). Identification of major crossroads instead of a street address is acceptable. If personal business immediately precedes the university business, use the approximate time the traveler would have left had he or she gone directly to the university portion of the trip.

Arrived at

Required. List the name of arrival location, street address and city (unless the location is universally well-known, e.g., NAU or Grand Canyon), and the time of arrival (a.m. or p.m.). Identification of major crossroads instead of a street address is acceptable.

Odometer Reading

Required, if mileage is claimed. Enter the mileage and the start and finish odometer readings for each trip. Total the miles for each page; then multiply by the currently allowed rate per mile as listed in FIN 512 to calculate the mileage amount. If odometer mileage is not used, enter the appropriate code in addition to the mileage claimed:

(MM) if map mileage between cities is used.

(C Est) if a conservative estimate is used.

Meal/Incidental Per Diem

Required. List the maximum allowable per diem for this date based on the reimbursement schedule in FIN 509. Original receipts for meals and incidental expenses do not need to be attached.

Note: If in travel status for 30 days or more, the per diem reimbursement is at a lower rate (see FIN 509 for specific rates).

Lodging

Required. Enter the cost of lodging subject to the maximum allowance for this date (see FIN 509). Room deposits must be paid either by personal check or by credit card; deposits must not be paid using a Payment Voucher (PV) form. Original receipts (itemized when available) for lodging must be attached and must include required information described in FIN 509. Original receipts are required. Itemized receipts are preferred and may be required in certain circumstances before reimbursement is made.

Transportation

Required. List the total allowable transportation expense per FIN 512 other than mileage expense, which is reported elsewhere on the form. Original receipts (itemized when available) must be attached as described in FIN 512. Original receipts are required. Itemized receipts are preferred and may be required in certain circumstances before reimbursement is made.

Other Expense

Required. Expenses, such as registration, paid by the traveler and not paid separately on an Off-Campus Purchase Request or a PV form, should be entered in the amount column. If two or more items are combined on one date, or if only a partial amount of an original receipt is claimed, provide an explanation on the claim form. Attach original receipts (itemized when available) as described in FIN 511. Original receipts are required. Itemized receipts are preferred and may be required in certain circumstances before reimbursement is made.

Total Claim

Required. Add all reimbursable expenses down and across and enter here.

Agency/Org

Required. Enter the agency/org number(s).

Amount

Enter the amount charged to each agency/org.

Department Initial

Required, if a personal vehicle is used. The supervisor must initial here to verify that the traveler has liability insurance and a valid driver’s license.

Signatures

Required. The traveler and the authorized agency/org signer or authorizing travel official (ATO) must sign and date the form. In addition, the traveler’s department, rank or title, and telephone number must be listed.

Note to the Traveler

If more lines are needed, use the In-State Travel Authorization/Claim Continuation Form.

Original receipts are required. Itemized receipts are preferred and may be required in certain circumstances before reimbursement is made. Receipts must be taped or stapled to 8 1/2-by-11 inch paper. Any justification for an expense must be noted beside the receipt.

Do not tape one receipt on top of another or paper clip attachments. Multiple pages must be stapled in the upper left corner and the department should keep copies of all receipts for future reference.

If the traveler attended a meeting or convention, attach a copy of the program, showing the name and location of the meeting and the beginning and ending dates.

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Cross-References

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For more travel and reimbursement information, see:

  1. FIN 505-01, “Out-of-State Travel Authorization”
  2. FIN 505-02, “Out-of-State Travel Reimbursement”
  3. FIN 509, “Meals and Lodging”
  4. FIN 511, “Receipts and Itemization”

    and

  5. FIN 512, “Transportation.”

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