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. If eligible expenses are paid by a parent or spouse, we will only be able to reimburse the admitted student.
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

All receipts must show the last four digits of the card number that was used.
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.
Credit card charges in someone else's name, for example a parent, will be reimbursed back to you.
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.
If you are claiming mileage, you will need to attach a google map indicating the location of departure and arrival and the mileage.
Signature required on the ASU Reimbursement Form (do not type name).
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 45 days for processing to be completed and for your check to be received by mail.
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

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.
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. Travel packages must clearly show the breakdown of pricing between airfare and lodging.

Lodging

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: $156/night
- February-March: $235/night
- June-August: $110/night
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.
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: You must live at least 50 miles from downtown Phoenix for your lodging to be reimbursed. 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. Travel packages must clearly show the breakdown of pricing between airfare and lodging.

Mileage

Arizona residents driving to the event can be reimbursed for mileage at $0.655/mile.
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.
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.

Ground transportation

Transportation from home to the airport and from the airport to your lodging and the reverse when you are leaving is included.
Transportation from lodging to and from the event is covered.
Tips may not exceed 20%.
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 related to dining and other activities is not included.

Reimbursement processing

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. You should wait to complete the form until after your visit to ensure you have receipts for all expenses.
Upload the completed form and receipts here. International students will also need to upload the following documents with the completed form and receipts. International students will also need to accept the invitation we send you to register in our payment system.
- A picture of your passport
- The foreign data collection form
- The wire transfer request form
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 45 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.
Students are required to properly account to ASU for their expenses within 30 days from the last day of travel. If reimbursements are turned in after 30 days they will not be reimbursed as this would become subject to an internal audit.