Skip to Main content

Steps by Step Student Travel

1. Plan Ahead

Arrange travel with the responsible ASU employee of the trip. Please allow yourself plenty of time to complete all applications – do not wait until the last minute. 

The Pre-Approval must be fully approved at least five days prior to the first day of travel. (At least two weeks advanced notice is preferred if airfare is involved.)

  1. Be aware of deadlines for registrations – do not wait until the last minute.
  2. The advance check/deposit will be made payable to the advisor’s name on the Pre-Approval in Chrome River. Advance checks/deposit will not be given directly to students. 
  3. Maintain contact with your advisor throughout the travel process.

2. Pre-Authorization 

A Pre-Approval and/or Expense Report (if requesting a cash advance) should be submitted by the faculty/staff advisor who is responsible for the student/group. The advisor must attach a list of everyone who is traveling.

  1. A cash advance can include expenses for all students, plus the one advisor. No other employees should be included with a Travel Advance (one advance is given per trip).
  2. If the student trip is needing an expense to be paid by the University, please see …………
  3. If the advisor is not traveling with the student(s), the advisor must attach a memo on the Pre-Approval stating the reason he/she is unable to travel, and the memo must receive vice presidential approval prior to traveling.

3. Student/Group Travel Form

The Student/Group Travel Form needs to be completed 

4. Student/Group Travel List

Complete the Student/Group Travel List and send a copy to the University Police and the Travel Office.

5. Student Activity Release Form

Each student should complete a Student Activity Release Form and turn it into the department administrator who is responsible for retaining the releases. 

6. Pick Up Check  

You can check the tracking of your report in Chrome River at any time for an update on the status of your advance. 

7. Keep Track of the Money

Remember, every penny of the advance must be accounted for upon your return. Please keep all of your receipts (even if you think you will not need them). Ask for an itemized receipt any time you spend money from the advance.

8. Student Expense Report

Upon returning, the advisor must submit an Expense Report listing all expenses paid from the advance money. 

Please note: Employees who fail to submit an Expense Report and unused funds within 15 days after each trip may be denied any future advances. For more information, see OP 70.09.

9. Deposit the Money

Any unused funds should be deposited into the appropriate account within 15 days of your return date. Deposits are made in the Bursar’s Office in the Administration Building. A receipt of deposit must be sent to the Travel Office or attached to the Expense Report. If money is due to the advisor, a reimbursement will be made in accordance with ASU policies.

Please remember that the advisor is responsible for the money advanced for student travel and for making sure that all paperwork is completed in a timely manner. Please be aware of Student Travel Policies prior to accepting an advance from ASU.