Financial Services Manual (FIN)

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FIN 507 Table

The responsible employee:

  1. completes a Student Team/Group Travel Authorization form,
  2. completes a Travel Manifest for Team/Group Travel, listing each person associated with the trip and his or her affiliation with the university,

    and

  3. signs the manifest.

The authorizing travel official (ATO) signs the Student Team/Group Travel Authorization form documenting approval for the trip.

The responsible employee forwards the Student Team/Group Travel Authorization form and the Travel Manifest for Team/Group Travel to Travel Reimbursements, which:

  1. assigns an identifying number to the form,
  2. prepares an advance if requested,

    and

  3. forwards a Travel Expense Claim form and Meal Money Form to the responsible employee.

Within 30 calendar days of completing the trip, the responsible employee completes a Travel Expense Claim form and attaches required original receipts per the guidelines provided in FIN 511.

If the responsible employee issues funds to the accompanying travelers, he or she attaches a completed Meal Money Form to the Travel Expense Claim form.

The accompanying travelers must sign the form and indicate the amount of money received and their affiliation with the university. The responsible employee must also sign and date the form.

If the actual cost of the trip exceeds the estimated expense total by the greater of $100 or 10 percent, the ATO signs the Travel Expense Claim form documenting approval of the expense overage.

If travel expenses are less than the travel advance received, the responsible employee attaches a check payable to ASU to the Travel Expense Claim form and submits the Travel Expense Claim form and Meal Money Form, along with required original receipts and documentation, to Travel Reimbursements. Original receipts are required. Itemized receipts are preferred and may be required in certain circumstances before reimbursement is made. Travel Reimbursements processes the Travel Expense Claim form and provides reimbursement to the responsible employee.

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