Financial Services Manual (FIN)

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FIN 505–01 Table 2

Before the trip:

  1. the traveler completes the authorization (left) side of the Travel Authorization/Claim form (instructions for completing the form are provided following this procedure)
  2. the authorizing travel official (ATO) signs the authorization (left) side of the Travel Authorization/Claim form documenting approval for the trip

    and

  3. the department files the Travel Authorization/Claim form to document proper authorization for the trip.

If a travel advance or funding encumbrance is not required, the department does not send the Travel Authorization Claim form to Travel Reimbursements.

If a travel advance or funding encumbrance is needed:

  1. the traveler faxes or mails a copy of the Travel Authorization/Claim form to Travel Reimbursements (see FIN 508, “Travel Advances,” for more information on travel advances)

    and

  2. Travel Reimbursements processes the travel advance and/or funding encumbrance.

If the airline ticket is being direct billed by one of ASU’s contracted travel agencies:

  1. the traveler forwards a copy of the Travel Authorization/Claim form to the selected ASU contracted travel agency (see FIN 512, “Transportation,” for more information on the process of direct billing airline tickets)

    and

  2. retains the original and a copy for the traveler of the Travel Authorization/Claim form and completes the claim side of the form after the trip (see FIN 505–02, “Out-of-State Travel Reimbursement”).

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