Frequently Asked Questions
Travel Policy FAQ’s
Where can I find information about state contracts for airfare, rental cars and hotels?
You can find information about State of Texas contracts for airfare, rental car rates/provisions and hotels on the Texas Comptroller’s website.
Is it ever OK to mix business travel and personal travel?
Yes. You are allowed to mix business travel and personal travel as long as you meet these requirements:
- Personal time must be noted on the Pre-Approval and the Expense Report.
- The cost of the trip, including personal time, may not exceed the cost had the trip been for strictly business purposes. For example, if airfare that includes personal time costs $500, but the airfare for only the business portion would have cost $400, then the most ASU will pay is $400.
- Meals, lodging and other travel expenses are not reimbursable during personal travel.
- If a spouse or guest is joining you on a trip, please be sure to get a hotel receipt showing your name and the single-room rate. Any charge for additional guests cannot be reimbursed.
How do I calculate mileage?
State employees calculate the number of miles traveled by using their vehicle odometer reading or a readily available electronic mapping service. ASU has adopted Google Maps as its official online mapping service. Please use the mileage calculation tool in Chrome River to calculate this amount.
Chrome River FAQ’s
How do I track where my Pre-Approval or Expense Report is in the approval process?
-Go to the individual Pre-Approval or Expense Report you are inquiring about, and click on the “Tracking” button.
Do I add expenses made on the ProCard or Purchase Order?
No. These expenses do not need to be listed in Chrome River. Please only include reimbursable, Enterprise Direct Bill, or BTA expenses.
How do I submit a Pre-Approval for Team Travel?
-Please refer to the training manual, “Student/Group Training.”
What is the difference between an Athletic Travel Card and a State Travel Card?
-The Athletic Travel Card is only used by the Athletic department, specifically, is for each individual coach who owns a card to pay for their athletic team.
-The State Travel Card is for other ASU faculty/staff that applied and have received this card from the Purchasing Office.
Why do I have to submit a separate Pre-Approval for airfare by the BTA?
- Since the airfare is purchased a couple of months in advance, the Travel Office needs pay the charge off immediately after the ticket is purchased instead of waiting until the traveler submits an Expense Report to pay for this expense.
How do I complete the overage justification for lodging?
-Please refer to the training manual, “Hotel Overage Training.”
Are students allowed to submit a Pre-Approval?
-No. A Pre-Approval must be submitted by the responsible ASU employee.
What do the blue, orange, and red text boxes indicate?
-Blue- Informational; Orange- Warning; Red-Violation
How do I submit a Pre-Approval for multiple destinations in the same trip?
-You will submit one Pre-Approval. Indicate each destination in the “Business Purpose” section and indicate the furthest destination in the “Destination” section.
What if I am not available to approve someone’s expense report?
-You can assign another person to be a temporary Approval Delegate-as long as your and their role are outlined as such in the university’s succession plan.
Am I required to submit my own travel?
-Whether or not you can have a delegate submit your travel depends on your department’s internal processes.
What do I do if I see something that looks like a software bug?
-Take a screenshot of the issue and email/call the Travel Office as soon as you encounter the issue. The Travel Office can help determine what caused the issue and outline next steps.
What if I realize I forgot to add something on my Pre-Approval or Expense and I already submitted it?
You have the option to “recall” the submitted item before it has started the approval process. However, if the Travel Office has already approved it, then you will need to contact the Travel Office for assistance.
Can I add a new expense on my Expense Report that was not listed on my Pre-Approval?
Yes. You are able to add new expenses. Select the “+” button to add a new expense.
Please contact the Travel Office at firstname.lastname@example.org if you have questions you would like to see added to this page.