How to Request Transportation, Lodging, Meals, and Incidentals
INITIAL STEP: Seek Pre-Authorization
On October 5, 2022, ASUO Student Senate passed two financial resolutions designed to support student engagement in productive, culturally, and educationally enriching opportunities and uphold the responsible use of student incidental funds. These documents, the Retreat Resolution and the Conference and Competition Resolution, create an advance approval procedure for any student organization seeking to use incidental funds for overnight travel.
If your student organization wishes to spend incidental funds for any component of an overnight activity, the advance approval of the Retreat, Conferences, and Competitions Committee (RCC) is required.
STEP ONE: Request Travel Pre-Authorization
All student organization travel activity, including lodging, meals, transportation, and incidental costs related to travel requires pre-authorization. This is true for travel paid all, in part, or not funded by the student organization's budget. The pre-authorization process educates student organization leaders about the travel policies relevant to their activity and helps to prevent personal expenditures which are not reimbursable. Advance planning is required in order to allow sufficient time for processing. Some types of reservations take longer than others.
The following travel-related activity requires pre-authorization at least six weeks in advance of departure date:
- Travel-related costs exceeding $5,000
- Travel activity which requires a service agreement, such as charter bus rental or property rental
- Lodging for which any portion is paid with university funds
- Airfare for which any portion is paid with university funds
The following travel-related activity requires pre-authorization at least four weeks in advance of departure date:
- Vehicle rental, including University Motor Pool, provided total cost does not exceed $5,000
- Registration fees, provided total cost does not exceed $5,000
The following travel-related activity requires pre-authorization at least two weeks in advance of departure date:
- Request to use personal vehicle for student organization/university business
To request travel pre-authorization, student organization leaders should complete the Intent to Travel Form. ASUO Finance will bear responsibility for review and approval of all requests for pre-authorization. For assistance and support, contact ASUO Finance during business hours.
STEP TWO: Request Travel Arrangements and Reservations
Student organizations which have obtained pre-authorization in advance of the travel-related activity (see Step One above) may request that ASUO Finance make travel reservations and arrangements using their ASUO-managed funds. To do so, they must complete the Travel Request Form. Advance planning is required in order to allow sufficient time for processing. Some types of reservations take longer than others.
Request the following types of travel arrangements at least six weeks in advance of departure date:
- Travel-related costs exceeding $5,000, such as hotel/airfare reservations and registration fee payments
- Lodging reservations at hotels and other overnight accommodations
- Travel activity which requires a service agreement, such as charter bus rental or property rental
Request the following types of travel arrangements at least four weeks in advance of departure date:
- Airfare reservations (see How to Book Airfare procedures)
- Train/shuttle reservations
- Registration fees
Request the following types of travel arrangements at least two weeks in advance of departure date:
- Vehicle rental, including rentals through University Motor Pool
Student organizations wishing to arrange travel should complete the Travel Request Form. For assistance and support, contact ASUO Finance during business hours.
STEP THREE: Request Travel-Related Reimbursements
Student organization travelers may claim reimbursement for miscellaneous expenses and meals purchased during their trip if: 1) the organization obtained pre-authorization in advance of the travel-related activity (see Step One above); 2) the expenses are allowable under university travel guidelines, 3) the expenditures are approved by the student organization, and 4) funds are sufficient within the designated line item of the student organization’s budget. Most incidental purchases—food, tickets, shuttle fees—are subject to very specific travel policies. For more information about university travel policies, contact ASUO Finance.
Travel reimbursement policies common to student organizations include:
- Original itemized receipts are required.
- University travel policies, including Per diem rate caps, must be adhered to.
- Reimbursements must be requested within 30 days of travel conclusion.
- Airfare costs are not reimbursable. Airfare may only be paid for in advance and as arranged in consultation with a university-affiliated travel agency.
- Reimbursements for meal expenditures may not exceed the published per diem meal caps and must also adhere to time and distance thresholds outlined in university policy. Ask ASUO Finance for more information.
- Meal expenses cannot be reimbursed if they are also provided as part of a conference.
- If a traveler stays at a hotel which provides breakfast, costs associated with breakfast are not reimbursable.
- Travelers should not pay for another traveler’s meal(s) because policies do not allow one individual to be reimbursed for more than one per diem.
- Reimbursements for mileage, fuel and other vehicle expenditures require driver certification and the filing of a Personal Vehicle Use Form before departure, and are subject to the IRS reimbursement rate.
- Reimbursements for lodging expenditures may not exceed the published overnight rate caps and require original Folio receipt. Lodging caps vary by location; ask ASUO Finance for more information.
- Have fun on your trip, but add-on activities, such as event tickets, concerts, sporting events, zip-lines, mini-golf, etc., are not eligible expenses for use of ASUO-managed funds and may not be reimbursed.
To request travel reimbursement, student organization leaders should complete and submit the Travel Reimbursement Form. For assistance and support, contact ASUO Finance during business hours.
Travel-Related Request Deadlines
| Step Needed | Action Required at Least 6 Weeks Before Departure |
Action Required at Least 4 Weeks Before Departure |
Action Required at Least 2 Weeks Before Departure |
|---|---|---|---|
| Step One: Request pre-authorization by submitting Intent to Travel Form | $5,000+ travel reservations Service agreements (e.g. charter bus) Lodging Airfare/train/shuttle |
Vehicle rental University Motor Pool Registration fees |
Requests to use personal vehicle for university business |
| Step Two: Request reservations by submitting Travel Request Form | $5,000+ travel reservations Lodging Service agreements (e.g. charter bus) |
Airfare/train/shuttle Registration fees |
Vehicle rental University Motor Pool |
| Step Three: Request travel reimbursements by submitting Travel Reimbursement Request within 30 days of conclusion of travel | NA | NA | NA |
Travel Procedures Common to Student Organizations
How to Book Airfare
University policies require airfare be booked in consultation with a university-affiliated travel agency and ASUO utilizes Premier Travel for all student organization-related airfare bookings. The airfare booking process requires coordination between the traveler, ASUO Finance, and the travel agency. The student traveler(s) must obtain a quote from the travel agency and then take quick action to request the flight reservation be made by ASUO Finance before the quote expires.
How to request a flight reservation:
- At least six weeks prior to departure date, student organization completes Intent to Travel form. Obtain approval before proceeding.
- On a weekday morning (Monday through Thursday) at least four weeks before departure, contact Premier Travel (541-747-0909) to obtain a travel quote. Inform them the legal name(s) of each student who will be traveling on behalf of the university through an ASUO-Recognized Student Organization. Give them an email address so they may send a quote. Please note ASUO Finance processes airfare requests Monday through Thursday.
- Receive the quote from Premier Travel via email. Note that it expires after 24 hours. Promptly review the quote for accuracy, checking the itinerary carefully.
- Contact Premier Travel directly to address any inaccuracies. Work with them to obtain a final travel itinerary which is 100-percent accurate. Your goal: obtain a final itinerary before the noon hour.
- As soon as you have a Premier Travel quote (email) which you approve, save it as a PDF.
- The same day as the quote is finalized and at least four weeks prior to departure, complete a Travel Request Form by 2:00 p.m. Upload the PDF which contains the final Premier Travel quote. The university has a firm 3:00 p.m. booking deadline. Submitting this form by 2:00 p.m. Monday through Thursday allows ASUO Finance one hour to act.
- Airfare quotes expire after 24 hours. If the Travel Request form is received after 2:00 p.m., it will be reviewed the next business day and the quote may expire before then. Airfare quotes not booked within 24 hours will need to be re-quoted (return to step 1).
How to Meet the University’s Driver Certification Requirements
All student organization vehicle travel requires a licensed driver who is also driver certified by the University of Oregon. This is true for use of personal vehicles, rental vehicles, and vehicles from University Motor Pool. If the driver is driving a van (owned, rented, or borrowed) for university travel, they must also obtain van certification.
The university’s driver certification process allows drivers to self-certify, upon an endorsement from ASUO.
- Driver certification and driver authorization must be renewed each academic year. Any previous student-held driver certification expires on August 30. Students must re-apply in order to maintain certification.
- Van certification is also required each academic year. Students who wish to drive vans for university business must watch and pass the van safety test annually.
- Proof of driver certification (and confirmation of van certification, if applicable) must be provided to ASUO Finance at least two weeks prior to departure.
How to become driver certified and meet university driving requirements:
- Each driver review the university’s minimum driver and driving requirements to verify their eligibility before proceeding.
- Driver completes an online Driver Certification Form, listing ASUO as their Department and Nicole Nelson 541-346-3724 as their Supervisor.
- If vans are to be utilized, the driver must also obtain van certification. Van certification is required for anyone driving a van (owned, rented, or borrowed) for university-approved travel. To be certified, an individual must pass the online van training course, provided by University Motor Pool. The van safety video is approximately 37 minutes in length, and drivers should allow for at least 45 minutes to watch the video and take the test. Confirmation of van certification will be emailed to each driver upon successful completion of test.
- Driver provides proof of driver certification (and van certification, if applicable) to ASUO Finance at least two weeks prior to departure. Travelers may upload these documents in their Intent to Travel form or email them directly to asuofinance@uoregon.edu.
- Driver completes an online Driver Authorization Form, listing Student Organization Leader as Job Title, ASUO as Department, EMU 004 as Address/Building, and Eugene, OR as City/State. When prompted to print a copy of the form and obtain a departmental signature, create a pdf and email it to Nicole Nelson at nnelson@uoregon.edu. Nicole will return a signed pdf to you via email.
- Prior to departure, driver emails their signed and approved Driver Authorization Form to motorpool@oregonstate.edu. Alternately, each driver may bring it with them when they pick up any vehicle rented.
How to Rent a University-Owned Vehicle
The university motor pool reservation process requires coordination between the traveler, the student organization driver(s), ASUO Finance, and University Motor Pool. A student organization’s motor pool reservation will not be finalized until ASUO Finance confirms funds are available.
How to request University Motor Pool vehicle reservation(s):
- Well in advance of departure date, ensure all drivers have obtained Driver Certification. If vans are to be utilized, ensure the driver(s) also obtain Van Certification.
- At least five weeks prior to departure date, contact University Motor Pool to request to reserve a vehicle. You’ll need your student organization’s Index number. If using the online vehicle reservation form, add ASUO Finance, asuofinance@uoregon.edu, 541-346-0626, as an additional contact. University Motor Pool will send you a vehicle reservation request form. Forward your vehicle reservation request to ASUO Finance at asuofinance@uoregon.edu.
- At least four weeks prior to departure date, request pre-authorization by submitting a Request to Travel Form. Obtain approval before proceeding.
- At least two weeks prior to departure date, complete a Travel Request form. Upload rental confirmation. If approved, ASUO Finance will assign a motor pool reservation number (PO Number).
How to Rent a Vehicle Through Enterprise Car Rental
The university has a corporate account with Enterprise/National Car Rental, which ensures insurance coverage and may allow for discounted rental rates. In addition, the university’s contract with these vendors allows underage drivers aged 18 and older without adding a minimum age surcharge. To arrange, contact ASUO Finance at least five weeks prior to departure date.
How to Use a Personal Vehicle for University Business Travel
University policies allow travelers to use a personal vehicle for university-approved business travel, provided they have personal automobile liability insurance as the primary coverage for any accidents involving that vehicle. University-provided automobile liability coverage will apply on a limited basis after the traveler’s primary coverage limits have been exhausted.
To request the use of a privately-owned vehicle for university business travel:
- At least two weeks before departure, student organization submits an Intent to Travel form. Proof of automobile liability insurance is required as part of this form.
- Driver(s) must provide a signed Personal Vehicle Use Form to ASUO Finance at least two weeks in advance of departure. ASUO Finance will complete the approval section of this form. This document may be uploaded with the Intent to Travel form or emailed to ASUO Finance at asuofinance@uoregon.edu.
- Driver(s) must provide proof of Driver Certification (and Van Certification, if applicable) to ASUO Finance at least two weeks in advance of departure. This documentation may be uploaded with the Intent to Travel form or emailed to ASUO Finance at asuofinance@uoregon.edu.
- Reimbursements at the IRS published reimbursement rate for fuel must be requested within 30 days of completion of travel by submitting the Travel Reimbursement Form.