A.S. Dollars

How to Spend your AS Dollars

Throughout this information there is text that is linked directly to additional information, as well as PDFs of the forms that are required to request funds - simply click on the highlighted text.

TRAVEL POLICIES AND GUIDELINES

COMPLETE TRAVEL PACKET FORMS

A.S. funds cannot be used for the purpose of funding local travel (inside San Diego County) or one day field trips. (Registration fees may be funded.)

Before you travel:

All travel fund requests must be submitted to the A.S. Business Office for Finance Board using the Travel Fund Request form (PDF) at least two weeks prior to travel.

The following requirements MUST be completed at least two weeks prior to your travel departure date. Failure to do so will result in travel not being recognized as authorized and reimbursement for that travel being denied.

1. Turn in the completed Travel Fund Request Form (PDF) to the A.S. Business Office at least two weeks prior to travel. To be put on the Finance Board agenda, your request must also be submitted the week prior to the meeting in which you would like your request considered.
2. Once approval has been granted from the Finance Board, all travelers, regardless of their mode of travel (train, plane, bus, boat), must complete the Release and Waiver Form (PDF). In addition, travelers who will be driving a vehicle must complete the Organization Driver/Insurance Form (PDF). The driver must also provide copies of the following:
   • Drivers License
   • Valid Car Insurance
   • Copy of DMV records (if submitted less than two weeks before travel)

After you travel:

Once you are back from your trip you may request reimbursement for the items and amounts the Finance Board had approved.

Requesting Travel Reimbursement:

To request travel related reimbursements you will need to complete a Check Request Form (PDF) with an attached Travel Expense Report (PDF).

The following items must be filled out:

1. The exact dates you were traveling
2. Number of people in the group
3. The exact time you left San Diego and the exact time you returned to San Diego
4. The Method of travel
5. Expenses
6. Lodging
7. Transportation
8. Signature of person requesting reimbursement

Questions regarding these forms should be directed to the A.S. Business Office at 594-6487.

Per Diem Guidelines:

The per diem establishes the maximum reimbursement amount that may be requested for lodging and meals. Mileage and other travel expenses (airfare, taxi, airport shuttle, etc.) and conference fees are added to the per diem amount. However, meals provided by a conference and paid through a conference fee must be noted on the Travel Expense Report (PDF).

Per Diem Amount:

The amount of time is calculated from time of departure until time of return. For each full 24-hour period:

For periods less than 24 hours:

Lodging and Incidentals:
Is allowed when the period extends overnight.

Breakfast:
Is allowed if your departure time is during the previous 24 hour period and your return time is later than 9am.
Is allowed if your departure time is before 7am and your return time is after 6pm of the same day.

Lunch:
Is allowed if your departure time is during the previous 24 hour period and your return time is later than 2pm.

Dinner:
Is allowed if your departure time is during the previous 24 hour period and your return time is later than 6pm.

Per Diem Amounts Examples

Example:
Depart 7am Monday
Return 5:30pm Wednesday

Allowable per diem:
2 nights lodging
2 full days of meals and incidentals
1 day breakfast and lunch

Example:
Depart 10am Tuesday
Return 1pm Thursday
Allowable per diem:
2 nights lodging
2 full days of meals and incidentals

Example:
Depart 1pm Wednesday
Return 9am Friday
Allowable per diem:
2 nights lodging
1 full day of meals and incidentals
1 additional dinner and breakfast

Meals Included In the Registration Fee:

If meals are included in the registration fees, then you cannot claim those meals as part of your per diem (i.e., if one lunch is included, then you would reduce the daily per diem amount by $12.00). A copy of the registration form and/or agenda should be submitted with your reimbursement request. Proof of Attendance and included meals required.

Mileage Reimbursement:

The maximum rate per mile for reimbursement of use of a private vehicle while on Associated Students business is the IRS's standard mileage reimbursement rate of 58.5 cents ($0.585x) per mile. This rate will change only when the IRS rate changes. You will need to fill out a mileage form to document the miles driven, noting the beginning and ending odometer readings per trip. We will reimburse you for gas receipts or mileage, but not both. A map of the mileage (mapquest, maps.com) must also be provided. You must receive driver clearance and submit proof of automobile insurance before using your vehicle for Associated Student business. Rental cars will only be reimbursed with gas with receipts.

Travel Fund Request Form (PDF)
Release and Waiver Form (PDF)
Organization Driver/Insurance Form (PDF)
Check Request Form (PDF)
Travel Expense Report (PDF)

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