Travel and Lodging

As of winter 2026, there is a new ASUO Travel Resolution which has changed some of the travel requirements.

Travel-Related Request Deadlines

NOTE: If your club plans to request Surplus funds for travel, please add three additional weeks to the form submission deadlines listed below.

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 any requests being made.

• 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.

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Pre-Travel Request Form

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 nine weeks in advance of departure date:

• Lodging
• Airfare/train/shuttle
• University Motor Pool
• Vehicle rental with Enterprise
• Service agreements (e.g., charter bus)

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

• Registration fees

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 pre-travel authorization, student organization leaders should complete the Pre-Travel Request 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 must be met. Relevant data will be collected as part of the Pre-Travel Request 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.

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Post-Travel Reimbursement Request

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; 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 Post-Travel Reimbursement Request. For assistance and support, contact Student Organization Financial Support during business hours.

Post-Travel Reimbursement Request

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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 nine weeks prior to departure date, the student organization completes the Pre-Travel form. Obtain approval before proceeding. 
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. Once your Pre-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 to 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.

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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 nine weeks for vehicle rental and two weeks for personal vehicles, 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 video, provided by University Motor Pool. The van safety video is approximately 11 minutes in length. After watching the video please take the training quiz. 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 nine weeks for vehicle rental and two weeks for personal vehicles, prior to departure. Travelers may upload these documents in their Intent to Travel form or email them directly to asuofinance@uoregon.edu.

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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 nine weeks prior to departure date, request pre-authorization by submitting a Pre-Travel Request Form. Obtain approval before proceeding.
• Contact UO’s University Motor Pool to request 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. 

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How to Rent a Vehicle Through Enterprise Car Rental

At least nine weeks before your departure date, submit a Pre-Travel Request Form to request pre-authorization. You must receive approval before making any travel arrangements or reservations.

If renting a vehicle through Enterprise, the approved student driver is responsible for paying the rental cost at the time of pickup. After returning from the trip, the student may submit a Post-Travel Request for Reimbursement. Reimbursement is only available if:

• The student driver participated in an approved ASUO trip.
• The Pre-Travel Request Form was approved before the trip began.
• All required student driver forms were submitted and approved before the trip's departure date.
   

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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.

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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.

1. Review the “ASUO Programs Travel Requirements Resolution" to gain knowledge about retreat restrictions as well as what criteria your organization must meet for your retreat to be authorized.
2. Funds must originate from a relevant budget line item. Since July 1, 2024, travel utilizing I-Funds must originate from a relevantly titled Line Item within the Administrative Expense section of a student organization’s 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.
   • 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.
   • The proposed retreat must meet at least two (2) of the following three (3) criteria:
     1. The retreat location must be selected from the Approved Retreat Site List published by ASUO.
     2. The goals of the retreat must include a specific educational or cultural objective, and the retreat agenda shall include at least three (3) activities designed to contribute to the stated educational and/or cultural objectives.
     3. A dedicated method by which the student organization will ensure that the knowledge and experiences gained at the retreat will be shared with other members of the organization within one month of the retreat’s conclusion. 
4. Proceed to Pre-Travel Request.

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