Student Organization Funding

Travel Policies

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Associated Students offers travel funding to all Recognized Student Organizations (RSO) seeking professional development for its members.  RSOs may request up to $1,500 per student organization, per academic year. 

For more questions on how to become a recognized student organization please visit Student Life & Leadership on the 2nd floor of the Conrad Prebys Aztec Student Union building.

IMPORTANT:

• A.S. travel funds can be used to pay for registration fees for virtual conferences.
• A.S. travel funds cannot be used to fund 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 Financial Affairs Committee (FAC) must approve an exception to the rule. 
• All international travel requests must be submitted four weeks prior to travel. International travel must have University approval prior to the travel.
• 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 Financial Affairs Committee 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 $1,280.

Travel Restrictions

On September 13, 2023, Governor Newsom signed SB 447, which repeals AB 1887, the travel ban. Effective immediately, state funds may be used for travel to all states.

Before you travel:

Step 1:

Complete all applicable Travel Request forms and submit the completed packet to the A.S. Office OR email to as.travelfund@sdsu.edu, a minimum of TWO WEEKS prior to travel. This will ensure enough time for the Financial Affairs Committee to review your request. 

Note: If a student traveling is under the age of 18 a parent or guardian must approve that student’s participation by signing their Release and Waiver Form.

Travel Request Packet (7 Forms):

• Travel Fund Checklist
• Travel Fund Request
• Travel Fund Contact List
• Travel Fund Outline of Expenses
• Release & Waiver Form
• Organization Driver/Insurance Form
• Motor Vehicle Record Inquiry Release (if necessary)

Step 2:

Financial Affairs Committee will review your request and contact you with their decision OR ask for more information regarding your request.

Step 3:

Financial Affairs Committee approves or denies travel request.

Requesting Travel Reimbursement (After Your Travel):

Step 1:

To request travel related reimbursements after the returning from your travel, complete the following:

• Travel Check Request
• Travel Expense Report

Step 2:

Attach the original receipts to the Travel Check Request and submit to the A.S. Office OR to as.travelfund@sdsu.edu. 

Guidelines for Travel Reimbursement

Per Diem Guidelines:
The per diem establishes the maximum daily 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:

Expense Per Diem Amount Sample

LODGING $275.00

MEALS
Breakfast $10.00
Lunch $15.00
Dinner $25.00

INCIDENTALS $5.00

TOTAL $330.00

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

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 $15.00). 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 January 1, 2024) 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 67 cents ($0.67) 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 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.