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					                                 ASSOCIATED STUDENTS INC.
                                 TRAVEL POLICY

1.   COMPLETE “AUTHORIZATION TO TRAVEL” FORM

     Policy: Authorization - Business related travel to seminars, conferences, events, public meetings, including IRA business,
     requiring an overnight stay requires advance approval from the authorized signers. ASI staff travelers must obtain approval
     from the ASI Executive Director. This approval can be obtained by the prospective traveler by completing the form "Request
     for Authorization to Travel." If the Approving Authority does not feel the travel should be authorized they will explain their
     reason for denial in the appropriate space on the form, make a copy for the prospective traveler and retain the original.


2. CASH ADVANCE TO TRAVELER

     A "Request for Authorization to Travel" form must be completed in full and submitted to the approving authority and then
     attached with the "Estimated Travel Expenses" form and a disbursement request to the Business Office within 10 working days
     prior to travel.

3. EXPENSE CLAIM FORM

     Policy: Expenses - All expenses must be reasonable and necessary. Any expenses that appear to be "excessive" will be reduced
     to an amount which is "reasonable" given the facts and circumstances of the situation. Travel arrangements should be scheduled
     so as to utilize the least expensive mode of transportation. Consideration should also be given, if possible, to minimizing the
     amount of time devoted to traveling. Expenditures for bar bills, side trips and personal items shall not be authorized.

     Guidelines for maximum amounts: As stated above all expenses must be “reasonable” and not “excessive.” However, the
     traveler does not control at many times the cost of lodging. A conference takes place at certain hotel and the traveler is required
     to stay at that hotel. Therefore, hotel charges will be reimbursed for the reasonable actual amount when the traveler cannot
     control the place of stay, or an amount determined by budget constraints whichever is less . In areas where the traveler can
     exercise discretion, lodging reimbursement shall not exceed the current guidelines. This rate is adjusted periodically. See
     Appendix A for current guidelines for various travel expenses.
     Again, there may be circumstances that the traveler cannot control, such as a general admissions price to a business lunch, as
     long as the admission price is “reasonable” it shall be reimbursed at 100%.

     The traveler is also allowed reimbursement for small “incidental” expenses. These would include, but not be limited to one
     personal phone call of short duration on arrival at destination and “emergency” personal phone calls of short duration, tips to
     porters, parking lot attendants, etc.
     Partial day travel has the following limitations:
     a. No lodging is allowable.
     b. No lunch reimbursement is allowable, unless the employee attends a function where a general
     admission is charged.
     c. Breakfast and dinner reimbursements are allowed only if the following applies:
                         1.     For breakfast if the travel begins before 7 a. m.
                         2.     For dinner if the travel extends past 6 p. m.

4.   SUBMISSION OF CLAIMS
      Policy: Receipts should be obtained for all large expenditures, such as, lodging, travel tickets, and meals. It is permissible to
      submit small items of less than $5.00 without a receipt, such as porters' tips, telephone calls, etc. However, it is encouraged that
      receipts be obtained for all expenses.

     Submission of claims – travelers are required to submit expense claims for the authorized travel within 10 working days after
     their return from the event, seminar, conference, etc. If the traveler fails to submit the expense claim within the 10-day period
     then the traveler will not be eligible for a future advance.

5. DRIVING STANDARDS
    Policy: Any employee or authorized volunteer driving on ASI business will do so in accordance with the California State
    University Risk Management Authority-Auxiliary Organizations Risk Management Alliance (CSURMA AORMA) Employee
    Driving Standards. the mileage reimbursement rate shall be the same as the IRS standard mileage rate. This rate is adjusted
    periodically, see Appendix A.

                                                                                                                 Approved By:
                                                                                                                 ASI Senate
                                                                                                                 Date: 1/28/10


                                                                                                  c430287e-403d-4e6c-8b85-31d1e0d839e4.xls
                                                                                                                        Policy & Instructions
ASSOCIATED STUDENTS INC.
CAL POLY POMONA
TRAVEL POLICY

APPENDIX A

The following are the daily meal reimbursement amounts as adopted by the California State University
Office of the Chancellor in memo HR 2007-20 (105C1a) effective 1/1/2008

DAILY MEAL REIMBURSEMENTS ARE
AS FOLLOWS:                                         AMOUNT:
BREAKFAST                                                                                                          $10.00
LUNCH                                                                                                               $15.00
DINNER                                                                                                              $25.00
INCIDENTALS                                                                                                          $5.00
                               TOTAL PER DIEM                                                                      $55.00
HOTEL RATE                                                          Actual lodging expenses, supported by a voucher/receipt



The following are the Mileage Reimbursement amounts as adopted by the United States Internal Revenue
Service in memo IR-2009-111 Dec. 3,2009 effective Jan. 1, 2010.


IRS STANDARD MILEAGE RATE FOR 2010                                                                        $0.50 PER MILE




Partial day travel has the following limitations:
a. No lodging is allowable.

b. No lunch reimbursement is allowable, unless the employee attends a function where a general admission is charged.
c. Breakfast and dinner reimbursements are allowed only if the following applies:
                   1.     For breakfast if the travel begins before 7 a. m.
                   2.     For dinner if the travel extends past 6 p. m.




D:\Docstoc\Working\pdf\c430287e-403d-4e6c-8b85-31d1e0d839e4.xls
Appendix A
                             ASSOCIATED STUDENTS INC.
                             Request for Authorization To Travel Form

 Prospective Traveler:

 Name & Location of Conference/Seminar/Event, etc.:


 Date (dates) away from office:

 Account code to be charged:

 Total trip estimate:                      $          -   (Automatic total from Estimated Travel Expense Form)


 Justification:




 Approval Process:

 Traveler's signature


 Advisor's / Supervisor's Approval
                                           Approved                Not Approved

 ASI Executive Director
 (for ASI Staff Travel)                    Approved                Not Approved

 If not approved, please indicate why not:




 Original: Accounting Analyst (Business Services)
 Copy:     Personnel File
           Traveler
c430287e-403d-4e6c-8b85-31d1e0d839e4.xls
Request for Auth to Travel Form
                                           ASSOCIATED STUDENTS INC.
                                           ESTIMATED TRAVEL EXPENSES




          Traveler's Name:

          Airfare                                                             Total:     $                 -
          Check payable to:
          Airline Carrier:
          Address:

          Lodging                                                             Total:     $                 -
          Check payable to:
          Confirmation #
          Dates Staying

          Fee for Conference / Seminar:                                       Total:     $                 -
          Check payable to:
          Address:
          Registration Pre-Deadline:

          Other                                                             Total:       $                 -
          Explanation:
          Check payable to:
          Address:

          Other Transportation:                                             Total:       $                 -
          Explanation: (bus, rental car, taxis, train, etc.)
          Use of personal car                         miles x 0.485
          (Employee or authorized volunteer must submit proof of personal automobile liability insurance
          with coverage and limits that meet California's minimum requirements).
          Check payable to:
          Address:

          Cash Advance to ASI Traveler                                                           Amount
          Meals                                                                          $                 -
          Incidentals (tips, phone calls, etc.)                                                            -

          Total cash advance to traveler                                                 $                 -

          Please submit an expense claim (with receipts) within 10 working days upon return.
          I acknowledge that failure to submit a complet travel expense claim and
          return any unused portion of the above advance(s) within 10-day period can result in
          deduction(s) by ASI to recover the entire amount advanced.


                                             Signature of Traveler             Date



c430287e-403d-4e6c-8b85-31d1e0d839e4.xls
Estimated Travel Expense Form
                ASSOCIATED STUDENTS INC.
                3801 W. Temple Ave, Bldg 35
                Pomona, CA 91768


                                                                                                TRAVEL EXPENSE

          Traveler
Name
Department
Director

     Date             Account        Description   Airfare   Lodging   Conference/    Meals     Personal     Incidentals        Miscellaneous         Total
                                                                        Seminar                   Car      Tips, phone calls,    rental car, bus,
                                                                                                                  etc              taxis, train
                                                                                                                                                          $0.00
                                                                                                                                                            -
                                                                                                                                                            -
                                                                                                                                                            -
                                                                                                                                                            -
                                                                                                                                                            -
                                                                                                                                                            -
                                                                                                                                                            -
                                                                                                                                                            -
                                                                                                                                                            -
                                                                                                                                                            -
                                                                                                                                                            -
                                                                                                                                                            -
                                                                                                                                                            -
                                                   $0.00     $0.00       $0.00        $0.00      $0.00          $0.00                $0.00
  Approved By                                                                                                                                              $0.00
                                                                          Reason for Travel / Date
                                                                                                                                Less Advance
Officer                                 Date                                                                                                               $0.00

Advisor / Supervisor's Approval         Date

ASI Executive Director (ASI Staff)      Date


                                                                                                                           c430287e-403d-4e6c-8b85-31d1e0d839e4.xls
                                                                                                                                                  Expense Statement
c430287e-403d-4e6c-8b85-31d1e0d839e4.xls
                       Expense Statement
c430287e-403d-4e6c-8b85-31d1e0d839e4.xls
                       Expense Statement

				
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