Book travel

Submitting your international trip request

Before you can book your travel, you must have an approved My ASU Trip request. You, or a delegate, should submit your trip request at least two weeks in advance of when you would like to book your travel as international trip requests often require additional approvals. For instructions on creating your trip request, see the My ASU Trip manual. No bookings should be made until your trip request is fully approved.

Complying with the Fly America Act

If you are paying for your travel with federal funds, you are generally required to travel on an air carrier that meets the U.S. government’s safety and economic standards. The list of approved air carriers includes not only major carriers, like American and Delta, but also smaller, more obscure carriers. In some cases, your travel may be eligible for an exception. Before booking travel, make sure you understand the Fly America Act.

Flying in developing countries

If you are flying in a developing country, research the safety record of the airline before booking a ticket. Confirm your ticket a day or so in advance by calling or visiting the airport office. More and more airlines are offering online check-in, but it is not always reliable. Consider arriving at least three hours in advance of your flight so that you have time to resolve any issues that may arise. If available, consider purchasing access to the VIP lounge in the airport so that you can wait for your flight in a more secure area.  

Finding suitable lodging

When researching lodging options, take into consideration a range of criteria, including location, cost, safety and security, infrastructure, amenities, and services. 

Determine the key criteria for your particular destination so that you can properly prepare. Keep in mind the Department of State foreign per diem rates when making your reservation. If you book an accommodation that cannot be booked in My ASU TRIP, forward the completed booking to [email protected] prior to travel.

Obtaining security services

If you are traveling to a location with a U.S. Department of State travel warning 3/4 or MyASUTrip level 4/5 alert, ASU Risk Management may direct you to obtain security services. If you require assistance with this process and you are with Research, contact [email protected]. For all other travelers, please contact [email protected] for more information.

Hiring a driver

If you are traveling to a location without safe and reliable public transportation or roads, consider hiring a driver. There are many benefits to hiring a driver, including knowledge of local roads, languages and norms. Fully vet your driver well in advance of your trip, including confirming that he/she has a safe and reliable vehicle. Agree on a rate upfront, and be prudent about when you provide payment to the driver. Ensure you have a picture of the driver before meeting them.

Renting a car

Renting a car outside the U.S. requires more preparation than renting a car in the U.S. You will likely need to be able to drive a manual transmission or specifically request an automatic transmission. You should familiarize yourself with relevant laws, including those for seat belts, speeding and accidents. Many countries have much harsher penalties for accidents than the U.S. Finally, you must obtain the proper licensing and insurance.

ASU employees, students and registered volunteers driving on university business must be an Authorized Driver. 

Car insurance 

ASU or state rental contracts are not available for international car rentals. Departments must confirm with the rental company that full coverage insurance is included in their rental rates. 

• If insurance coverage is not included, the departments must purchase the full coverage insurance offered by the rental car company. 
• If the country you are traveling to requires that you purchase local rental car insurance, then you must purchase the additional insurance. 
• If the country you are traveling to does not require you to purchase additional coverage, and you are traveling on official ASU business, in the event the vehicle is damaged, the State provides contingent auto liability coverage that should respond if there is no local coverage in place. In the event of damage to the rental vehicle, departments must submit an auto insurance claim.
• Only allow individuals named on the insurance policy to drive the rental car.

Driver’s licenses

Many countries do not recognize U.S. driver’s licenses, but most recognize the International Driving Permit. If you need to obtain an International Driving Permit, you can do so through one of two U.S. organizations: the American Automobile Association (AAA) or the American Automobile Touring Alliance (AATA). 

Driving in Mexico

If you are driving a university-owned/leased vehicle in Mexico on authorized university business, ASU’s property and liability insurance covers you. However, you must request proof of insurance from [email protected] and keep the insurance document in your car. You should also become familiar with the State of Arizona and ASU Risk Management information on accidents and accident reporting for Mexico. You must report all accidents while you are still in Mexico.