Travel and Lodging

All student organization travel requires pre-authorization at least four weeks prior to the first date of travel. This is true for travel paid all, in part, or not funded by the student organization's budget.

Student organizations traveling as a group may need to arrange a personal service contract for lodging or special airfare arrangements which requires six weeks advance planning. Consult with ASUO Finance during business hours.

Pre-authorizationis required for travel. Related expenses, such as transportation, lodging, meals, or registration fees and is required for all travel reimbursement requests.

ASUOF Intent to Travel Form

Air Travel

ASUO uses Premier Travel for student organization bookings.

Airfare must be reserved at least four weeks in advance of departure date.

Student organizations must obtain a quote from Premier Travel directly at 541-747-0909. Immediately (same day) after receiving a quote, submit it to ASUO, along with travel date, time, and location, using the ASUO Travel Request Form.

Form must be submitted and approved before 2:00 p.m. on the day airfare needs to be booked to purchase the ticket for the quoted price. Forms received after 2:00 p.m. will be reviewed the next business day, in which the quote may have expired and a new quote necessary.

ASUO Travel Request Form

Vehicle Travel

All student organization vehicle travel requires a driver's license and UO driver certification. This is true for use of personal vehicles, rental vehicles, and vehicles from UO Motor Pool.

When completing the Driver Certification Request form online, if your org does not have a “supervisor” or “designated advisor,” please add Nicole Nelson, SGES Administrative Coordinator, nnelson@uoregon.edu, as your supervisor. List your department as ASUO and your student organization’s name.

UO driver certifications expire annually on September 30.

Apply for Driver Certification

UO Motor Pool

Individuals traveling on university business with a valid driver's license and driver certification may rent vehicles short term from UO Motor Pool. If driving a van, an additional OSU Van Driver Certification is required.

If this is your first time requesting a vehicle from UO Motor Pool, please follow these steps: 

  1. Submit UO Driver Certification form* 
  2. Submit OSU Driver Authorization form* 
  3. Submit Van Driver Certification (required for van requests only)*  
  4. Submit ASUOF Intent to Travel form
  5. Submit Motor Pool Reservation form. Be sure to list asuofinance@uoregon.edu as an additional contact. 
  6. Submit ASUO Travel Request Form 

* These steps are required once per year, September 1 through August 30, for all drivers. Proof of driver and van certifications must be attached to ASUO Travel Request Forms.

After the above steps are complete, ASUOF will review your request form, and if approved, obtain a Motor Pool Reservation Number. When you pick up the vehicle, be sure to bring a copy of Step #6 ASUO Travel Request approved form with you.

Motor Pool Reservation Request

Vehicle Rentals

Arrange vehicle rentals at least three weeks in advance of travel with ASUOF during business hours.

ASUO Travel Request Form

Personal Vehicle Use

Arrange use of personal vehicle at least three weeks in advance of travel.

Lodging

Students traveling to hotels on business must work with ASUO Finance on lodging accommodations well in advance of their travel date. To save time, complete the ASUOF Intent to Travel Form and the ASUO Travel Request Form. Contact ASUO Finance to schedule a lodging card (ASUO Lodging One Card - Credit Card) appointment if needed.

Student organizations traveling as a group may need to arrange a personal service contract which requires four to six weeks advance planning. Consult with ASUO Finance during business hours.

Meals

Students traveling and staying overnight may be eligible for expenditures for meals occurring during pre-approved student organization-affiliated travel. Reimbursement is subject to UO travel policies which include a rate cap (also called per diem) and overnight stay. Per diem rates may not be exceeded. Please consult with ASUO Finance.

ASUO Travel Request Form