Associated Students offers travel funding for student organizations in the amount of $500 per organization per academic year (July-June).

Student organizations must have on-campus recognition status from Student Life & Leadership to be considered for funding.

• Completed Travel Packets must be submitted 2 weeks prior to the travel date.
• 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.)
• When driving, there must be one driver for every 200 miles.
• The maximum distance one-way is 350 miles (requiring 2 drivers). If miles exceed 350, a mileage waiver is required. This means that Finance Board must approve an exception to the rule. Regardless, if submitting a packet for travel exceeding 350 miles, you must include 1 driver for every 200 miles.
• International travel (excluding Mexico) will be considered on a case by case basis taking into consideration the availability of funds, safety, purpose, etc.
• A.S. requires travel insurance for students who wish to travel outside of the U.S. for trips and offers coverage for $40 per person. The Finance Board will increase the maximum funding limit for these trips only to cover the expense of up to two individuals on the trip (for a total of $80). This would increase the General Travel Fund allocation maximum for foreign trips to up to $580.

Before you travel:

All travel fund requests must be submitted to the A.S. Business Office for Finance Board using the Travel Request Packet (see Forms link) at least two weeks prior to travel.

Attend Finance Board meeting (you will be given a date) and answer any questions regarding your requested travel.

Requesting Travel Reimbursement:

To request travel related reimbursements you will need to complete a Check Request Form and Travel Expense Report (see Forms link).

Attach original receipts to Check Request and submit to the A.S. Business Office.

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.

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

Per Diem Chart
Expense Per Diem Amount
LODGING $85.00
MEALS
Breakfast 10.00
Lunch 15.00
Dinner 25.00
SUBTOTAL 50.00

INCIDENTALS 5.00

TOTAL 140.00

For periods less than 24 hours:
Departure and return times determine if lodging and which meals will be allowed.

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:

(As of July 1, 2011) 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 55.5 cents ($0.555) 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 for gas with receipts.