Sandra Day O'Connor College of Law - Beus Center for Law and Society Snell & Wilmer Plaza

Admitted Student Reimbursement Guidelines

Admitted Students Travel Reimbursement Procedures

We are excited to have you visit ASU Law and we invite you to take advantage of our reimbursement program in the hope it will make visiting easier. Below you will find information regarding reimbursement eligibility and procedures. Please pay careful attention to these eligibility requirements before booking your travel. If you have any questions do not hesitate to contact our office at asulaw.admissions@asu.edu or 480-965-1474.


Eligibility requirements

  • Admitted Students are eligible for reimbursement of travel costs up to a total of $1000 during February and March, and $750 at other times of the year. You may use this reimbursement for one visit, to an admitted student program or an individual in-person visit to the Beus Center for Law and Society in Phoenix. If you attend an admitted student program in Phoenix as well as an admitted student program in Washington, D.C., or Los Angeles, you may use the reimbursement towards both events, up to the total amount for the time of year.
  • Expenses must coincide with your scheduled visit to ASU Law or attendance at an Admitted Students Program.
  • You must register in advance for your visit.
  • Reimbursements are available for the admitted students’ expenses only. All eligible expenses should be paid with a credit card in the admits’ name. We cannot process a reimbursement for receipts that show paid with another person's credit card.
  • Eligible expenses are limited in compliance with state of Arizona rules and parameters for expenses. Receipts must be provided for all purchases. Eligibility Guidelines are listed below.

Important to note

  1. All receipts must show the last four digits of the card number that was used.
  2. Upload the completed reimbursement form, receipts, and a screenshot of your bank statement to verify charges. A PDF of your bank statement or a screenshot showing the transactions posted to your account will suffice. The bank transactions need to show the name of the account holder, last four digits of the card, vendor name, and date of transaction for the purchases you are seeking reimbursement for. You are free to redact other transactions unrelated to your visit.
  3. Credit card charges in someone else’s name, for example a parent, cannot be reimbursed back to you. You should use a card in your name.
  4. If you have any questions about what is covered or would like to request an exception to the expenses limitations, please contact us asulaw.admissions@asu.edu or 480-965-1474. You must contact us before you book your travel.
  5. If you are claiming mileage, you will need to attach a google map indicating the location of departure and arrival and the mileage.
  6. Signature required on the ASU Reimbursement Form (do not type name).
  7. You will receive an email from our office when we have received all of the necessary documentation for your reimbursement to be processed. Once you receive this email, it may take up to 30 days for processing to be completed and for your check to be received by mail.
  8. If you have questions after your reimbursement has been processed, please follow up with us at asulaw.admissions@asu.edu or 480-965-1474.

Reimbursable travel expenses include the following limitations and receipt guidelines

Airfare

  1. Airfare that is a regular coach class ticket is reimbursable. Airfare is reimbursable for a roundtrip ticket, defined as starting from and returning to the same city on a direct flight, or contiguous connecting flights when a direct flight is unavailable. We will reimburse for roundtrip tickets starting the day before or the day of your scheduled visit to ASU Law and returning the day of or the day after your scheduled visit.
  2. Airfare receipts must clearly show the itinerary, proof of payment, and date of payment.

Please note: Roundtrip does not include multi-city itineraries where you are staying overnight in multiple places on the same trip. First class or business class fares, seat upgrades, baggage fees, and on-board purchases are not reimbursable. We cannot reimburse for flight credits, miles used, or any amount that you did not pay directly for the itinerary.

Lodging

  1. Hotel room and tax only. AirBnb, VRBO, Homeaway, or any other short-term vacation rentals are reimbursable as well, including required fees such as cleaning for the rentals, as long as it is within the maximum lodging rate. Maximum reimbursable lodging rates are set by state policies and vary throughout the year. Please refer to the list below to find the maximum rate allowed during the time of your visit.
    • January, April-May, September-December: $151/night
    • February-March: $205/night
    • June-August: $103/night
  2. Hotel receipts must be itemized, show proof of payment, and date of payment. A hotel reservation email is not adequate proof of payment. You should submit your folio from the hotel.
  3. We will reimburse up to two (2) nights during the program dates, up to the maximum rate, and up to the total amount for reimbursement.

Please note: If your lodging expenses exceed the maximum amount, remaining costs would be out of pocket. Additionally, for a hotel stay, any incidentals are also out of pocket.

Mileage

  1. Arizona residents driving to the event can be reimbursed for mileage at $0.655/mile.
  2. Non-residents can still be reimbursed for mileage if you drive from out of state. You will need to submit a flight cost comparison (a screenshot of a flight with total price during your travel dates will work). If the flight is less expensive than the mileage, we will reimburse you for the cost of the flight.
  3. If you are claiming mileage, you will need to attach a map indicating the location of departure, location of arrival, and total mileage.

Please note: Additional driving-related expenses, such as gas, are not reimbursable.

Meals

  1. Meals are covered up to $46 per day on travel days. Meals that you receive at the event are excluded from this total on event days. For Admitted Students Programs the limit is $23 on the day(s) of the event. For individual visits, the day of your visit is limited to $34.
  2. Tips may not exceed 20%.

Please note: Receipts for meals are required. Only the admitted student’s meal is covered. Guest meals cannot be reimbursed. If there is a single ticket for both you and guests who joined, you must identify your expenses.

Ground transportation

  1. Transportation from home to the airport and from the airport to your lodging and the reverse when you are leaving is included.
  2. Transportation from lodging to and from the event is covered.
  3. Tips may not exceed 20%.
  4. Receipts are required for any cost, and must show the total price paid including tip, and the pickup and drop off destinations.

Please note: Rental cars are not a reimbursable expense. Transportation to dining and other activities is not included.

Reimbursement processing

  1. After you have booked your travel, complete and sign the ASU Reimbursement Form. Please ensure that the correct mailing address is listed on the reimbursement form so that the check is mailed to the correct place.
  2. Upload the completed form and receipts here.
  3. We will only be able to start processing your reimbursement after your visit. We may have questions for you about your receipts. Please respond promptly to messages from us with requests for more information. It is important to note that the reimbursement process can take 30 days on average after the form and receipts have been properly submitted. Our office will follow up with you to let you know when your reimbursement has been submitted for payment processing. A check will be mailed to the address provided on your reimbursement form.
  4. Students are required to properly account to ASU for their expenses within 60 days from the last day of travel. If reimbursements are turned in after 60 days they will not be reimbursed as this would become subject to an internal audit.

Additional documents for international students

  1. International students must complete a supplier registration as soon as possible. Please read the instructions for supplier registration first. Complete your registration here.
  2. will need to upload additional materials with the form and receipts that you submitted here.
    • A picture of your passport
    • The foreign data collection form is available here.
    • The wire transfer request form is available here.

We look forward to your visit and showing you what makes ASU Law a top law school. Don’t hesitate to contact the Admissions Office with any questions you may have. If for some reason the eligibility requirements above are problematic, let us know and we can see if we can make adjustments to be more accommodating for your visit.