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As of September 1, the updated ASU System travel procedures are now in effect. The most significant change you’ll notice is that receipts are no longer required for individual meal reimbursements.

Please review the highlights below and follow the complete guidelines when traveling on university business.

WHAT’S CHANGED?

While receipts are no longer required, employees should be aware of the following:

Claim only your actual meal expenses, up to the applicable per diem.
Do not claim the maximum per diem unless those costs were actually incurred.
The final reimbursement amount is at the department’s discretion.
While not required, you are encouraged to retain itemized receipts in case they are requested by management or, if traveling on a grant, by the sponsor.

POLICIES THAT STILL APPLY

These rules still apply to travel:

First- and last-day reimbursement is limited to 75% of the daily per diem.
Tips shall not exceed 15%.
Alcohol is not an allowable expense.

IMPORTANT EXCEPTIONS

Itemized receipts are still required for:

Student meals;
Official function meals (generally non-travel);
All other travel expenses (lodging, transportation, registrations, etc.).

SUBMITTING REIMBURSEMENT REQUESTS

Below are guidelines for submitting travel in Concur:

Submit your travel reimbursement request in Concur within 15 working days after the trip ends, including any required receipts and documentation.
If you cannot meet this deadline, submit a written extension request to Travel Services before the 15-working-day deadline.
Without an approved extension, you will be personally responsible for travel costs.

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