Travel-Related Request Deadlines

Step Needed	ACTION REQUIRED AT LEAST 8 WEEKS BEFORE DEPARTURE	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: Get your trip pre-authorized. Submit an Intent to Travel Form and receive approval prior to deadline.	Groups of 10 or more: Lodging Groups of 10 or more: Airfare/train/shuttle Groups of 10 or more: Registration fees	$10,000+ travel reservations Service agreements (e.g. charter bus) Lodging Airfare/train/shuttle Registration fees	Vehicle rental University Motor Pool Food or per diem for meals	Requests to use personal vehicle for university business. Travel Incidentals, such as taxi/Uber/Lyft shuttle fees, parking expenses, or other types of allowable travel expenses for reimbursement.
Step Two: Use Travel Request Form to request trip-related reservations and registrations prior to deadline. Funds must be available in your Org's Ledger.	Groups of 10 or more: Lodging Groups of 10 or more: Airfare/train/shuttle Groups of 10 or more: Registration fees	$10,000+ travel reservations Lodging Service agreements (e.g. charter bus) Registration fees	Airfare/train/shuttle	Vehicle rental University Motor Pool
Step Three: Request travel reimbursements by submitting Travel Reimbursement Request within 30 days of conclusion of travel (optional).	NA	NA	NA	NA

How to Request Transportation, Lodging, Meals, and Incidentals

BEFORE YOU BEGIN: Ensure Fund Availability

All student organizations who wish to use university funds for any portion of their travel must have funds sufficient to cover the costs in a relevant line item of their budget. Funds must be available prior to STEP TWO or STEP THREE.

• Funds must originate from a relevant line item of an organization’s I-Fund budget. Retreat-related expenditures must originate from a designated “Retreat” line item.
• If available, organizations may use their G, E, N, U, D, or T Funds unless fund restrictions prevent such use. Overhead fees will be added as required by university policy.
• Student organizations may request supplemental funding or line item transfers through the Surplus and Transfer Request Process. All travel timelines must also be adhered to.
• If a student organization is working with an Academic Unit or Department, the department may initiate travel-related reservations on the organization’s behalf, but they do so at their own financial risk. The student organization may not initiate a request to reimburse them until the organization has funds available in a relevant line item of their budget. In such a situation, all travel pre-authorization timelines must also be met.

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 eight weeks in advance of departure date:

• Lodging, airfare, train/shuttle, and registrations for groups of ten or more

The following travel-related activity requires pre-authorization at least six weeks in advance of departure date:

• Travel-related costs exceeding $10,000
• Travel activity which requires a service agreement, such as charter bus rental or retreat site rental
• Lodging for which any portion is paid with university funds
• Airfare for which any portion is paid with university funds
• Registration fees

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 $10,000
• Food-related expenses, including per diem for meals

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
• Travel Incidentals, such as taxi/Uber/Lyft shuttle fees, parking expenses, or other types of allowable travel expenses for reimbursement

To request travel pre-authorization, student organization leaders should complete the Intent to Travel Form. Student Organization Financial Support will bear responsibility for review and approval of all requests for pre-authorization. For assistance and support, contact Student Organization Financial Support during business hours.

If a student organization’s travel activity falls under the definition of a retreat, additional requirements as Identified in Student Senate Retreat Resolution 2023-001 must be met. Relevant data will be collected as part of the Intent to Travel Form.

What activity is considered a retreat? A retreat is an educational and collaborative overnight experience by which members of a student organization participate in activities identified internally by the student organization. Any student organization overnight activity which does not adhere to an agenda provided and published by a third-party host shall be categorized as a retreat.

Student organizations who wish to use university funds for the purpose of a retreat should follow the instructions for How to Request a Retreat for your Student Organization below.

Intent to Travel Form

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 Student Organization Financial Support 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 eight weeks in advance of departure date:

• Lodging, airfare, train/shuttle, and registrations for groups of ten or more

Request the following types of travel arrangements at least six weeks in advance of departure date:

• Travel-related costs exceeding $10,000, 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
• Registration fees

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

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 Student Organization Financial Support during business hours.

Travel Request Form

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 Student Organization Financial Support. 

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 Student Organization Financial Support 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 Student Organization Financial Support 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 Student Organization Financial Support during business hours.

Travel Reimbursement Form

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, Student Organization Financial Support, the on-campus travel facilitator, and the travel agency.

How to request a flight reservation:

1. At least six weeks prior to departure date, student organization completes Intent to Travel form. Obtain approval before proceeding. For groups of ten or more travelers, this action is required at least eight weeks in advance of departure date.
2. Research flight prices by doing an online search of desired air travel itinerary. This information will be used as an estimate to ensure that your organization has enough funding to cover the cost of the airfare. In order to make sure you have enough funds, use an average of the lowest cost and the highest cost flights for your estimate. Fill out and submit a Step 2: Travel Request Form with estimated flight costs. Once your Step 2: Travel Request is approved, you will need to schedule an appointment with the on-campus travel facilitator within two business days to arrange and book your flights. The on-campus travel facilitator will work directly with Premier Travel. There is no need for you contact Premier Travel. Airfare can only be booked Monday–Thursday to ensure that the approvals can be completed in the required time frame. Please make sure that you are meeting this deadline when scheduling your appointment to book your airfare. Airfare quotes expire after 24 hours. Airfare quotes not booked within 24 hours will need to be re-quoted.

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 Student Organization Financial Support at least two weeks prior to departure.

How to become driver certified and meet university driving requirements:

1. Each driver review the university’s minimum driver and driving requirements to verify their eligibility before proceeding.
2. Driver completes an online Driver Certification Form, listing "ASUO" and their student organization name as their Department and "Nicole Nelson 541-346-3724" as their Supervisor.
3. 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.
4. Driver provides proof of driver certification (and van certification, if applicable) to Student Organization Financial Support 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.
5. 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.
6. 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), Student Organization Financial Support, and University Motor Pool. A student organization’s motor pool reservation will not be finalized until Student Organization Financial Support 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 Student Organization Financial Support, 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 Student Organization Financial Support 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, Student Organization Financial Support 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 Student Organization Financial Support 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:

1. 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.
2. Driver(s) must provide a signed Personal Vehicle Use Form to Student Organization Financial Support at least two weeks in advance of departure. Student Organization Financial Support will complete the approval section of this form. This document may be uploaded with the Intent to Travel form or emailed to Student Organization Financial Support at asuofinance@uoregon.edu.
3. Driver(s) must provide proof of Driver Certification (and Van Certification, if applicable) to Student Organization Financial Support at least two weeks in advance of departure. This documentation may be uploaded with the Intent to Travel form or emailed to Student Organization Financial Support at asuofinance@uoregon.edu. 
4. 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.

How to Request a Retreat for your Student Organization

A retreat is an educational and collaborative overnight experience by which members of a student organization participate in activities identified internally by the student organization. Any student organization overnight activity which does not adhere to an agenda provided and published by a third-party host falls under the definition of a retreat.

If your organization's requested travel falls under the definition of a retreat, your organization will be held to the criteria outlined in ASUO Senate Retreat Resolution 2023-001, which was passed by ASUO Student Senate in August 2023.

ASUO Senate Retreat Resolution 2023-001

1. Review the Retreat Resolution to gain knowledge about retreat restrictions as well as what criteria your organization must meet for your retreat to be authorized.
2. Identify which line item of your organization’s budget will be used to fund your proposed retreat. The line item must be relevant to your proposed fund use. Beginning on July 1, 2024, I-funds may not be used for retreats unless your organization has a designated “Retreat” line item within your budget.
3. Using the Proposed Retreat Template, identify:
   • The proposed date(s) of your retreat which include travel days. Your retreat duration may not exceed three nights.
   • The desired outcomes of your retreat using the SMART goal guide.
   • A location for your organization’s retreat. Consider selecting a retreat site from the approved site list.
   • A description of how the proposed retreat location aligns with the SMART outcomes you’ve identified.
   • A full list of attendees and their student ID numbers. Place an asterisk next to the names of any attendees who will graduate in either the same term in which the retreat is held or the subsequent term.
   • A description of the equitable and fair process by which your organization selected retreat attendees.
   • An agenda which indicates all retreat activities, including travel, as well as the times and duration of each activity. Place an asterisk next to the activities which align with a specific retreat objective.
   • An itemized list of retreat costs, including meals, lodging, supplies, and transportation.
   • Which of the following three requirements your organization has met: (a) our retreat was selected from the approved site list; (b) the goals of our retreat include a specific educational or cultural objective AND at least three of our proposed retreat activities are designed to contribute to this objective; or (c) the method by which our organization will ensure that the knowledge and experiences that attendees gain at the retreat will be shared within one month of retreat conclusion with other members of our organization.
4. Proceed to STEP ONE: Request Travel Authorization.