Financial Policies Common to ASUO-Recognized Student Organizations

ASUO-Managed Fund Activity Rules (Incidental and Peripheral Accounts)

ASUO funds are available to ASUO-recognized organizations

Organizations eligible to request Incidental Funds include ASUO-Recognized Student Organizations. ASUO does not administer funds or manage accounts for organizations which are not ASUO Recognized.

• During the annual budgeting process, Incidental Funds are authorized by the Programs Finance Committee and must meet the approval of Student Senate, the ASUO President, and the UO Board of Trustees. 
• Throughout the fiscal year, supplemental funding is authorized by Student Senate and must meet the approval of the ASUO President.

ASUO fund activity must be initiated by an authorized student officer

All budget activity, including expenditures, transfers, and deposits, must be initiated by an authorized signer. This person must be an active UO student who is identified as an officer within the student organization’s Campus Labs / Engage platform. Under no circumstances may a non-student advisor initiate expenditures out of a student organization’s ASUO-managed budget.

ASUO fund activity must align with fiscal year

In accordance with ASUO Policies:

• Expenditures from ASUO-managed budgets must correspond to the budget year for which they were intended. Goods and services may not be purchased in one fiscal year with the intent to utilize them in the next.
• Incidental Funds may not be allocated for any use that requires expenditure beyond the current fiscal year.

Any Incidental Funds allocated to a student organization which remain unspent by fiscal year-end will be rolled to Student Surplus at the beginning of the next fiscal year.

ASUO fund activity must fit the intended purpose

Expenditures must fit the activity line item from which the expenditure is drawn. This requirement is upheld by ASUO Finance and requires diligence when new line items are created.

• During the annual budgeting process, new line items are authorized by the Programs Finance Committee.
• Throughout the fiscal year, new line items are authorized by Student Senate and must meet the approval of the ASUO President.
• Throughout the fiscal year, a student organization may move up to $500 between their budget’s activity line items in a single term. Some exclusions apply.
• Throughout the fiscal year, activity line transfers exceeding $500 in a single term are authorized by Student Senate and must meet the approval of the ASUO President.

ASUO fund activity must enhance the cultural and physical development of students

ASUO policy specifies that all budget requests and expenditures must be advantageous to the cultural and physical development of students. 

ASUO fund activity must be relevant to organization’s mission

Each ASUO-managed fund transaction requires a written description which details the transaction and links the transaction to the mission of the organization. Financial transactions which do not fit the mission of the organization are not allowable.

Activity paid for using ASUO funds must be open to all students

Access may not be restricted based on ability to pay. ASUO Rules specify that Incidental-Fee funded student organizations may not deny an Incidental-Fee paying student the right to participate or attend their event or activity due to that student’s inability to pay the requisite admission fee. 

If ticketed, access must be discounted for students. ASUO Rules specify that for student organization-sponsored activities which involve ticketed admission, the admission rate for an Incidental-Fee paying student must be at least twenty percent lower than that of a non-student.

ASUO fund activity must adhere to financial policies and procedures established by the university and ASUO

ASUO Finance is the primary resource for ASUO-Recognized Student Organizations seeking information about financial rules and policies. Commonly referenced sources include:

• UO Business Expense Guidelines
• UO Travel Policies
• ASUO Policies and Governance Documents 

Accountability for ASUO-managed fund activity

ASUO holds organizations responsible for activity related to their ASUO-managed accounts. 

• Financial education and attendance at quarterly meetings are mandated under the authority of the ASUO Executive Branch. Accountability is outlined in ASUO Student Organization Rules.
• In the unlikely event that an activity line item is over-drawn, ASUO Finance will freeze the organization’s fund activity until the organization takes action to balance their account. No budget activity may occur during any period when an organization’s fund is frozen.
• The requested return of allocated funds which are no longer needed by a student organization are authorized by Student Senate and approved by the ASUO President.

Common Expenditure Rules

The below list provides expenditure policies and rules which are common to student organizations. It is not a comprehensive list.

Activities considered high risk

University policy requires a participant waiver of liability be collected by the sponsoring organization for each participate at an activity considered high risk. Waivers of liability are required for the following activities common to student organizations: activities involving minors; recreational activities (climbing, ropes course, biking, rafting, and similar); and certain amusement activities (bounce castle, Ferris wheel, water park, and similar). Any individual participating in an activity deemed high-risk must complete and file a Waiver of Liability in advance of participating.

• ASUO Finance will notify any student organization regarding an expenditure request for an activity which meets the high-risk threshold. The student organization will bear responsibility for collecting a Waiver of Liability and filing it on behalf of each attendee prior to their participation in the high-risk activity. ASUO Finance will verify each completed Waiver of Responsibility.
• For any high-risk activity with walk up participation, the sponsoring student organization will bear responsibility for ensuring a university employee is present at the endeavor, in order that they may collect and verify each participant’s Waiver of Liability. This university employee must agree to this responsibility and their name must be filed with ASUO Finance before funds will be disbursed for the activity.

Many amusement-type activities (and some recreational activities) require the creation of a service agreement. See Service Agreements – Contracts with a Speaker, Artist, Performer, Service Provider.

UO Waivers of Liability

Activities involving volunteers

University policy requires that any individual volunteering at a student organization-sponsored event, activity, or function complete and file a Conditions of Volunteer Service Form in advance of volunteering.

Alcohol

University funds may not be used to purchase alcoholic beverages. In addition, student organization activity which utilizes university funds may not involve the use of alcohol.

Awards and recognition

Taxability policies impact the use of university funds for expenditures related to awards and recognition. Awards or items of recognition require the reporting of recipient information for income tax reporting. This includes cash-equivalent awards, such as vacations, meals, lodging, event tickets, stocks, or similar items, and items/tangible personal property, such as watches, clocks, chair, gift basket, etc.

• Awards must be presented in a public or meaningful ceremony. 
• Awards may not be used as a pay for service substitution. Disguised pay is not allowable.
• In accordance with ASUO policy, student organizations may not purchase awards or recognition items whose total value equals or exceeds $50 per recipient. In order that an award/recognition item valued at $50 and higher be reported as taxable income as required by law, a university department must bear the responsibility of reporting such activity through payroll. ASUO does not offer these services.
• ASUO policy prevents the purchase of gift certificates and cash awards, regardless of amount.
• ASUO policy prevents the use of funds for the purpose of honoring current or retiring employees or their achievements.
• Flowers and plants presented as awards are not tangible personal property and are, therefore, not taxable in any circumstance.

Bottle deposits

ASUO policy prevents Incidental Funds from being used for bottle deposits.

Bottled water

ASUO policy prevents Incidental Funds from being used to purchase bottled water, including, but not limited to one-time use water bottles, services that include the distribution of bottled water, and services that provide and maintain water coolers using refillable jugs.

Capital expenses

ASUO-managed funds may not be used by student organization for capital expenditure purchases, including but not limited to fixed assets such as property, land, buildings, business equipment, facility upgrades/construction, and gardens and intangible assets such as patents and other forms of technology. Such purchases provide future benefits to the owner and would need to be inventoried, tracked, and maintained by the purchasing department. A university department must bear this responsibility and ASUO does not offer these services.

See Computers.
See Furnishings – Furniture, Textiles, Blinds, Wall Art, Appliances.

Cash prizes

Under no circumstances may ASUO-managed funds be used for cash prizes.

Catering

University policy specifies that only University Catering may provide catering services for events occurring in facilities owned or leased by the university. Catering is defined as the provision and service of food and/or beverages to any group or persons on university property. Delivery to campus of food items – even those to be used for refreshments – is considered a service and is subject to this requirement.

An exception is allowed for organizations who have received prior written approval to bring food, refreshments, and/or beverages to campus from a vendor other than University Catering. Requests for exception are due at least 15 working days in advance of the event, via the online form catering.uoregon.edu/waiver. 

See Meals at Meetings.
See Food.

Charitable donations

Student organizations may not donate university funds to a charitable cause in accordance with UO policies.

Commencement regalia

University funds may not be used to purchase graduation regalia, as that regalia becomes university property and would need to be inventoried, tracked, and maintained by the purchasing department. A university department must bear this responsibility and ASUO does not offer these services.

Student organizations may purchase peripheral commencement gear, such as stoles, tassels, or cords, provided all other fund rules are adhered to and the total value does not exceed the per recipient maximum.

Computers

All IT equipment purchases, including computers, peripherals, projectors, and display monitors, must adhere to university procedures, regulations, and restrictions. 

• ASUO Finance coordinates IT equipment purchases on behalf of student organizations who have a designated university office space in which to store such equipment. Student organizations who do not have a designated space for them to conduct organizational activity are not eligible to purchase IT equipment.
• Upon receipt, IT equipment becomes university property and must be inventoried, tracked, and maintained by the purchasing department. ASUO Finance bears this responsibility on behalf of student organizations.

Conferences, retreats, and site visits

ASUO-managed funds may be used for conferences, retreats, and site visits, provided they are from an appropriate activity line item, they enhance the cultural and physical development of students, and all other fund rules are adhered to. In addition:

• Student organizations must adhere to an unbiased selection process. Student attending a conference/retreat/site visit on behalf of their student organization must be selected during an application process open to the entire student body or to all students within a specific school or college if participation at the conference is limited to such students.
• Student organizations must report an accurate list of conference/retreat/site visit attendees to ASUO Finance. A list of all attendees must be submitted in advance, regardless of whether university funds are used to pay for a student organization’s business-related attendance at a conference, retreat, site visit, or similar endeavor.
• A detailed agenda outlining the components of the conference/retreat/site visit is required by ASUO Policy. A detailed agenda includes times, dates, location, lodging, and activities.
• ASUO requires that education gained through an ASUO-funded conference/retreat/site visit extend beyond the individual attendee(s). The sponsoring student organization must make every effort to ensure that the experience gained by the individual attendee(s) is passed on as an experience that will further the cultural and physical development of the entire student body.
• No single student organization may be allocated more than $10,000 total in combined funding for conferences, retreats, site visits, and related travel. An exception is allowable with a two-thirds affirmative vote by Student Senate to authorize, subject to the approval of the ASUO President.

See Travel – Transportation, Lodging, Registration Fees, Meals.

Facility fees

On-campus and off-campus facilities may be reserved by student organizations for their business activities. Budget expenditures for facility fees may occur when the activities are from an appropriate activity line item, they enhance the cultural and physical development of students, and all other fund rules are adhered to. 

For on-campus facility information, see On-Campus Services – University Scheduling and Event Services, MotorPool, Campus Copy.

For off-campus facility rental information, see Service Agreements – Contracts with a Speaker, Artist, Performer, Service Provider.

Film screenings

ASUO-managed funds may be used to pay for film screenings, provided Intellectual Property (IP) rights are upheld. Copyright law establishes limitations on all films not being shown as part of a university course. As a result, all films which are not part of a university course require licensing. Navigational assistance regarding film licensing is coordinated by the Center for Student Involvement. There is no cost to seek CSI’s support, however there is a cost associated with obtaining a license for a public screening of a film. Any student organization hosting a film screening is responsible for arranging to obtain a license as well as the associated costs. See the resource guide entitled IP Restrictions on Film Screenings for more information.

Food, snacks, refreshments, and non-alcoholic beverages

Student organizations may use ASUO-managed funds to purchase food and non-alcoholic beverages for Incidental-Fee paying students, provided the activity where the food/drink is offered enhances the cultural and physical development of attendees and is open to all Incidental Fee-paying students. To verify that the activity is open to all students, ASUO Finance requires organizations to promote the activity at least one week in advance and via one of the following forms of publicity:

• A Campus Labs/Engage News Feed posting which promotes the activity and the fact that food is provided.
• A posting on the UO Events Calendar which promotes the activity and the fact that food is provided.
• A slide promoting the activity and the fact that food is provided which is displayed digitally on a display within a UO‐affiliated building.
• A poster or print advertisement which promotes the activity and the fact that food is provided and is broadly available to students.

Effective 7/1/22: Food purchases are no longer required to originate from a food-based activity line item yet must originate from a relevant activity line item.

University policy specifies that only University Catering may provide (or serve) food and/or beverages to any group or persons on university property. Delivery to campus of food items – even those to be used for refreshments – is considered a service and is subject to this requirement.

An exception is allowed for organizations who have received prior written approval to bring food, refreshments, and/or beverages to campus from a vendor other than University Catering. Requests for exception are due at least 15 working days in advance of the event, via the online form https://catering.uoregon.edu/waiver.

Refreshments (coffee, tea, juice, soda, fruit, cookies, pastries, chips, etc.) may be purchased with university funds for the following business‐related group functions: conferences, workshops, retreats, training sessions, recruitment/orientation, and recognition/appreciation events.

• University funds may not be used to pay for refreshments for the following activities: social (non‐business) activities, holidays/birthdays/weddings/anniversaries, regularly scheduled meetings, and for‐class credit activities.
• Items for faculty, staff, or student personal use, such as break time coffee, tea, soda, snacks cannot be paid with university funds.
• Effective 2021: pizza is considered a refreshment.

See Meals at Meetings.
See Alcohol.
See Restaurant Dining.

Furnishings – furniture, textiles, blinds, wall art, appliances

All furnishing purchases, including but not limited to furniture, appliances, wall art, blinds, and textiles, must adhere to university procedures, regulations, and restrictions. As with other student organization expenditures, the purchase of furnishings must be advantageous to the cultural and physical development of students.

• ASUO Finance coordinates furnishing purchases on behalf of student organizations who have a designated university office space in which to store such items. Student organizations who do not have a designated space for them to conduct organizational activity are not eligible to purchase furnishings.
• Some UO buildings place restrictions on furnishing purchases and/or items requiring installation. For this reason, student organizations must obtain the written permission of the manager who oversees the building where their office space is located prior to purchasing any furnishing item.
• Upon receipt, furnishings become university property and must be inventoried, tracked, and maintained by the purchasing department. ASUO Finance bears this responsibility on behalf of student organizations.

Gifts, prizes, promotional merchandise, and apparel

Taxability policies impact the use of university funds for expenditures related to gifts, prizes, promotional merchandise, and apparel. As with other student organization expenditures, the purchase of gifts, prizes, promotional merchandise, or apparel must be advantageous to the cultural and physical development of students.

• Student organizations may not purchase gifts, prizes, promotional merchandise, or apparel items whose total value equals or exceeds $50 per recipient. In order that a gift/prize/item valued at $50 and higher be reported as taxable income as required by law, a university department must bear the responsibility of reporting such activity through payroll. ASUO does not offer these services.
• Prizes must be presented in a public or meaningful ceremony. 
• Gifts/merchandise/apparel may not be used as a pay for service substitution. Disguised pay is not allowable.
• ASUO policy prevents the purchase of gift certificates, regardless of amount.
• ASUO policy prevents the use of funds for the purpose of honoring current or retiring employees or their achievements.--Flowers and plants presented as gifts/prizes are not tangible personal property and are, therefore, not taxable in any circumstance.

See Cash Prizes.

Goods – equipment, supplies, merchandise, non-perishables

The single most common student organization expenditure is for merchandise or goods. These items are generally allowable, provided the funds originate from a relevant activity line item, the purchase is advantageous to the cultural and physical development of student, and all other financial policies are adhered to. ASUO Finance can assist your student organization to arrange a purchase to be picked up by your student organization at the vendor’s site or to purchase the goods electronically and ship them to the ASUO Suite for your student organization to pick up upon delivery. 

Expenditures for goods exceeding $5000, see Service Agreements – Contracts with a Speaker, Artist, Performer, Service Provider.
See Furnishings – Furniture, Textiles, Blinds, Wall Art, Appliances.
See Computers.

Meals at meetings

University guidelines regulate the use of university funds to purchase food or refreshments at meetings. Purchases which meet these guidelines require an attendee list and an itemized receipt (document that itemizes what was received and the cost of each individual item). Gratuity may be paid at up to 15% of the meal cost, provided a service charge has not been charged in lieu of gratuity.

• University funds can be used to pay for meals or refreshments served at trainings, workshops, appreciation events, recruitment events, and other functions where the activity meets the definition of a working meal with a documented agenda and when the function lasts at least two hours. As with all other student organization food expenditures, the function must be open to all Incidental Fee-paying students and must also be advantageous to the cultural and physical development of students.
• University funds may not be used to pay for meals or refreshments at regularly scheduled meetings.
• University funds may not be used to pay for meals or refreshments at celebrations of holidays/birthdays or in-class functions.

See Food, Snacks, Refreshments, and Non-Alcoholic Beverages.
See Alcohol.
See Restaurant Dining.

Memberships and dues

Fees or dues for professional organizations must have a valid and documented business purpose which links the mission of the student organization to the professional organization. Individual membership fees or dues must be applicable to the student leader’s current position. In order to maintain relevance and in adherence with ASUO policy, the time period covered by the membership fees or dues is limited to one year.

Airline club memberships are personal memberships and student organization activity does not meet the requirements for use of university funds for this purpose. 

Mobile technology

Mobile technology is a collective term used to describe various types of cellular communication technology including cellular phones, smart phones, personal digital assistants, tablets, and other similar devices. Use of university funds for mobile technology must meet a specific need of the university. It is uncommon for student organization-sponsored activity to qualify for the purchase of mobile technology.

On-campus services – university scheduling and event services, motorpool, campus copy

Student organizations may utilize university department-based service providers for services of relevance to their student organization’s business activity. In some cases, such as catering and printing, University policy requires the use of these on-campus service providers. Commonly utilized providers include University Scheduling and Event Services, Printing and Mail Services (Campus Copy), University Catering, MotorPool, PE and Recreation, and Campus Media Services. 

• University Scheduling and Event Services allows no cost room reservations in certain facilities/spaces as a benefit to ASUO-Recognized Student Organizations. 
• Many on-campus service providers offer affiliate rates to ASUO-Recognized Student Organizations.
• Student organizations should obtain a price quote or cost estimate and provide this information to ASUO Finance with their expenditure request in order that payment can be arranged.

See Facility Fees.

Paying a UO-affiliate – faculty, staff, student, graduate employee

University policy allows for the use of university funds to pay faculty, staff, and students for services they perform under certain circumstances. Student organizations who pay UO Affiliates are often doing so in exchange for their services as a speaker, performer, photographer/videographer, or DJ. Regardless of the service provided, paying a UO-Affiliate is complex and requires strict adherence to human resources policies, employment rules/laws, and financial policies. 

• Pay to a UO-Affiliate must be processed through the University Payroll System. As such, any individual who is paid by a student organization must provide employment documentation and information about tax reporting. Any student organization paying a UO-Affiliate must provide payroll forms in advance of service and timesheets upon completion of service.
• Payroll activity (expenditures) must originate from a payroll-based activity line item.
• Hourly pay is subject to wage standards. Contact ASUO Finance to learn more about standard rates of pay to students hired to conduct commonly performed services.
• Student employees have a firm 25 hour/week employment cap. Any hours served by a student in service to a student organization will count toward that student’s weekly/monthly maximum.
• Ethics rules prevent student organizations from paying a family member, friend, or member of the student organization for services provided to your organization.
• Graduate employees (GEs) have an existing employment contract with the university and may be negatively impacted by the creation of a supplemental employment agreement. These individuals should discuss their individual situation with their employer in advance of agreement to provide a service.
• Faculty, staff, and other professional employees each have university employment contracts specific to their positions. Some contracts include limits on supplemental pay. In many employment situations, faculty and staff members are expected to share their expertise and knowledge with students outside of their primary role without additional compensation for doing so.
  • University policy restricts the use of university funds to supplement the pay of a faculty or staff member for conducting endeavors of relevance to the scope of their position. It is never permissible to pay a faculty or staff member for a service they provide to a student organization which is related to their role or expertise as a faculty or staff member.
  • If a faculty or staff member is providing services outside of the scope of their employee agreement, it may be possible to compensate them. The criteria to do so is vary narrow and must be vetted well in advance of service. In the past four years, only one student organization’s request to pay a faculty/staff member has met this criterion.

Printing, publishing, and mailing

University policy specifies that only Printing and Mailing Services may perform printing, copying, and mailing services for university business. All student organization activity is subject to this requirement. Printing and Mailing Services provides the following services common to student organizations: stationery, including business cards; bulk mailing services; brochures/posters/flyers/banners; and custom printing including folding, binding, and similar.

• An exception is allowed for organizations who have received prior written approval to use a printing vendor other than Printing and Mailing Services for their project. Requests for exception are coordinated by Printing and Mailing Services.
• Printing and copying may be done on UO equipment (e.g., the multifunction printer located in the Center for Student Involvement) when using Printing and Mailing Services is not practical. 

Raw meat

ASUO policy prevents the purchase of raw meat unless the purchase is made for an off-campus retreat with access to a full kitchen.

Restaurant dining

ASUO policy prevents the use of Incidental Funds for dining on-site at a restaurant or other food venue. This restriction does not apply to: 1) purchases from restaurants for catering at an on-campus event open to all students; 2) dining costs incurred by a student authorized to travel on behalf of their student organization to an off-campus retreat, conference, or site visit.

Service agreements – contracts with a speaker, artist, performer, service provider

University policy requires the creation of a legally binding agreement in situations where university funds are being exchanged for the service(s) of a vendor outside the university. Student organizations commonly utilize service agreements when they pay a speaker, artist, performer, rental agency, or other service provider for services provided to their student organization. 

• Service agreements are legally binding contracts. A small number of UO employees have authority to initiate and sign such agreements. ASUO Finance assists student organizations who wish to create a service agreement on behalf of their organization. All service agreements paid for using university funds will name the University of Oregon as the party representing your student organization.
• Under no circumstance may a student sign any agreement with an outside vendor on behalf of their student organization. Students do not have authority to enter into service agreements on behalf of the university.
• Because a service agreement is legally binding, it requires extensive communication and advance planning. Student organizations should contact ASUO Finance at least six weeks prior to the date the service would occur.
• Ethics rules prevent student organizations from paying a family member, friend, or member of the student organization for services provided to your organization.
• University policy prohibits the creation of a service agreement with any individual who has had an affiliation with the University of Oregon in the past two years. This includes university students, GEs, faculty, staff, post docs, and temporary/courtesy appointees. For information about paying a UO student, GE, faculty, or staff member, see Paying a UO Affiliate – Faculty, Staff, Student, GE.

Service agreements are coordinated through ASUO Finance. Student organization‐sponsored service agreements include a fixed fee paid to a provider which covers the costs of the services provided as well as any negotiated expenses such as travel, lodging, and meals. Service providers paid for through ASUO are expected to pay and arrange their own travel, lodging, and meals (if applicable).

Rental agreements should include a fixed amount which covers all charges and fees. In adherence with ASUO policy, the maximum time period for a facility rental is limited to one year.

Software and services

All software and IT services purchases, including computer programs/applications, utilities, enhancements (e.g., fonts, drivers), web-hosting, and operating systems must adhere to university procedures, regulations, and restrictions.

• ASUO Finance coordinates software purchases on behalf of student organizations who have a university-owned computer in their designated university office space. Student organizations who do not have a designated space for them to conduct organizational activity are not eligible to purchase software for their personal computer device(s).
• The purchase of services, including web-hosting software is allowable, provided there is a valid and documented business purpose which links the mission of the student organization to the software or service. See Subscriptions. See Service Agreements – Contracts with a Speaker, Artist, Performer, Service Provider.
• Upon receipt, software becomes university property and must be inventoried, tracked, and maintained by the purchasing department. ASUO Finance bears this responsibility on behalf of student organizations.

Stipends

Positions with ASUO and ASUO-Recognized Student Organizations offer students learning and leadership development opportunities. Students in pre-identified positions within eligible organizations, as determined by PFC during the previous budget cycle and in adherence to the ASUO Stipend Model, may receive a fixed monthly allocation called a stipend. Stipends are financial awards that serve as recognition of the learning and leadership development opportunities that exist within student organizations. Stipend positions exist for the benefit of the student, not the university.

For more information, view the Stipends webpage.

Subscriptions

Subscriptions must have a valid and documented business purpose which links the mission of the student organization to the subscription. Physical subscriptions (e.g., magazines) must be delivered to the ASUO Suite or to the student organization’s university office space. To maintain relevance and in adherence with ASUO policy, the time period covered by the subscription is limited to one year.

Tobacco

ASUO policy prevents Incidental Funds from being used for tobacco products.

Travel

Student organizations may use ASUO‐managed funds for travel with a clear business purpose linked to the organization’s mission, provided they are from an appropriate activity line item, they enhance the cultural and physical development of students, and all other expenditure rules are adhered to. The following additional policies apply to travel:

• Conference, site visit, and retreat attendees must be selected through an unbiased application process open to the entire student body, except for conferences limited to participants from a specific school, college, or subpopulation, in which case attendees must be selected through an unbiased application process open to all members of the sub‐population.
• ASUO Rules specify that student organization leaders must make every effort to ensure that the experience gained by the individual attendees can be passed on as an experience that will further the physical and cultural development of the entire student body.
• ASUO Rules specify that no single student organization may receive more than $10,000 annually for combined costs associated with conferences, retreats, site visits, and travel, absent a special vote by Student Senate and subject to the approval of the ASUO President.
• Travel activities paid for with university funds are considered university activities. Travelers will be held responsible for adherence to the Student Code of Conduct.
• In addition to a clear business purpose, student organizations wishing to travel for the purpose of a retreat must provide documentation which details each of the specific activities that will be conducted at the retreat, the activity duration, and the dates and location where the activities will occur.
• Travel costs exceeding $5,000 require both an Intent to Travel and a Travel Request be submitted at least six weeks in advance of departure date.
• Advance planning is required. Travel procedures are outlined on the Travel Procedures page.

Transportation

• Lodging expenditures require both an Intent to Travel and a Travel Request Form—complete with a final list of attendees—be submitted at least six weeks in advance of departure date.
• Pre‐authorization for vehicle rental (including University Motor Pool and requests to use personal vehicle for university business) is required four weeks in advance of departure date and a Travel Request—complete with a final list of attendees—must be submitted two weeks in advance of departure date.
• All student organization vehicle travel requires a driver's license and driver certification. This is true for use of personal vehicles, rental vehicles, and vehicles from University Motor Pool. Vehicle travel involving vans requires an additional certification. Proof of certification is due two weeks in advance of departure date.
• Under no circumstances may vehicles rented to conduct student organization business be used for personal purposes.

Lodging

• Pre‐authorization for lodging is required six weeks in advance of departure date and a Travel Request—complete with a final list of attendees—must be submitted four weeks in advance of departure date.
• Lodging expenditures require adherence to university travel policies, including per diem rate caps.
• The number of individuals attending may not exceed the published capacity of the overnight accommodation.
• Vacation rentals include the use of private homes often made available through vacation rental management companies such as VRBO, Airbnb, and Vacasa, are allowable provided all rental agency terms and conditions—including age restrictions, use restrictions, occupancy caps, and house rules—are adhered to. ASUO Finance is unable to arrange pre-arrival deposits, including damage deposits paid in advance for vacation rentals, and student leaders should exclude such properties when selecting a home. Before requesting to reserve a vacation rental, student organization leaders should be sure to review all requirements in detail.

Registration Fees

• Registration fees require both and Intent to Travel and a Travel Request Form—complete with a final list of attendees—be submitted at least four weeks in advance of departure date.
• Some conferences offer add‐on activities, which may not be paid for with university funds. Examples include event tickets, concerts, sporting events, zip‐lines, mini‐golf, and similar.

Meals

• Meal expenditures require adherence to university meal policies, including per diem rate caps.
• Generally, meal costs are reimbursed to travelers upon their return, and in strict adherence to reimbursement policies and timelines. Travel reimbursement policies common to student organizations are outlined on our Travel Page.
• During one‐day trips, university funds may not generally be used for meals, except in situations where the business purpose of the day trip includes the meal and when one person pays for all attendee meals, retains itemized receipt, and seeks reimbursement with a list of attendees and in adherence to expenditure rules.

For more information, view the travel procedures outlined on our Travel page.
For chartered transportation and expenditures for travel exceeding $5,000, see Service Agreements – Contracts with a Speaker, Artist, Performer, Service Provider.

Union Organizing

Oregon state law prohibits the use of university funds (public funds) to assist, promote, or deter union organizing. The statute, ORS 243.670, states that a public employer may not use public funds to support actions to assist, promote, or deter union organizing. Because ASUO Finance upholds rules and policies with student organizations, this statute will be enforced during the transactional process. Expenditure requests related to labor organizing activity will be denied in compliance with Oregon law. This may impact the use of technology platforms, purchase of supplies, payment of vendors, or other transactions that involve the use of public funds. Organizers’ rights to free speech, including equal access to facilities, will be upheld consistent with the First Amendment.