Travel Office

Mission Statement

The function of the Travel Office is to serve and support ASU faculty and staff while providing assistance and guidance regarding all travel policies and procedures. We are responsible for ensuring strict adherence to all State of Texas and ASU operating guidelines. Our goal is to expedite all travel reimbursements as quickly and accurately as possible.

Travel Updates

Prospective Employee Hotel Reservations (NEW Procedure)

ASU does not use the BTA credit card to prepay rooms at Staybridge Suites because the hotel chain is able to direct bill ASU. When you call Staybridge to reserve a room for a prospective employee say that you are using direct bill. Once you get a confirmation number, submit an online requisition in Banner so that the Purchasing Office can create a Purchase Order. The correct vendor ID number is 203719527.

If you would like to use Holiday Inn Express or other local hotels, we will still be glad to use the BTA credit card to help you. Please continue to write the hotel name and confirmation number on the Prospective Employee Form.

Meal and Lodging Rates

State employees will now be limited to the GSA's Mandated Standard Per Diem Rates when traveling to non-listed locations (listed as "Standard Rate" on the chart where the city names are listed). GSA Federal Meal and Lodging Rates will change on Oct. 1, 2011. As the federal government's fiscal year begins Oct. 1 and ends Sept. 30, make sure to observe the correct fiscal year when applying meal and lodging rates.

These new rates mean:

• ASU will no longer go by the $85/$36 rule for in-state cities not listed on the GSA chart.
• You will now use the top line titled "Standard Rate" (currently set at $77/$46 for lodging and meals respectively) for both in-state and out-of-state travel. Note: Hotel Overage memos will need to be created for any rates beyond what the GSA has set.
• Please note that FY12 per diem rates will be updates by the State at the beginning of October. You can use the current rates for estimation purposes until the new rates are posted. Please check the drop down menu above the map to make sure the correct fiscal year is selected.

Mileage Calculation Rate

State employees calculate the number of miles traveled by using their vehicle odometer reading or a readily available electronic mapping service. ASU has adopted Rand McNally as its official online mapping service. Please use the Rand McNally website when calculating mileage for reimbursement. The rate for reimbursement is $0.50 per mile.

Note: Please print the mileage calculation page and attach it to your Travel Authorization Request Form.