ASU Law Reimbursement Eligibility Guidelines

We are excited for your visit and 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 Guadalupe Garcia at Guadalupe-Garcia@asu.edu or at 480-727-2381.

Eligibility requirements:

All admitted students are eligible for reimbursement of travel costs to visit ASU Law up to a total of $500*. Expenses must coincide with a scheduled visit to ASU Law in Phoenix via our admissions office or with attendance at our Admitted Students Program(s) (ASP). Please note that the reimbursement cannot be applied to guest expenses.

*Due to increased travel prices during our spring event dates, students attending any ASP event in Spring 2023 are eligible for an increased travel allowance up to $750.

Reimbursable travel expenses include the following:

1. Airfare for the admitted student that is a round-trip regular coach class ticket (first class or business class fares are not reimbursable)
   1. Please note that ASU cannot reimburse for tickets purchased through airfare points or vouchers (see Receipt Guidelines for more information)
2. Hotel room and tax only, up to 2 nights
   1. We will reimburse up to 2 nights during the dates you are visiting.
   2. Lodging reimbursements are limited by maximums set by the State of Arizona, which vary by location and travel date. Please refer to the chart below for the maximum daily lodging rates for the Phoenix area.

State	Location	County	Begin	End	Lodging
AZ	Phoenix/Scottsdale	Maricopa	Oct 01	Jan 31	$151
AZ	Phoenix/Scottsdale	Maricopa	Feb 01	March 31	$205
AZ	Phoenix/Scottsdale	Maricopa	April 01	May 31	$151
AZ	Phoenix/Scottsdale	Maricopa	Jun 01	Aug 31	$103
AZ	Phoenix/Scottsdale	Maricopa	Sep 01	Sep 30	$151

2. 1. 1. Note that should your lodging be above the maximum daily rate, we will only reimburse up to the maximum daily lodging rate. University policy does not allow us to exceed this amount.
      2. Airbnb, VRBO, Homeaway, or any other short-term vacation rentals are reimbursable as well, up to/within the maximum daily lodging rate
3. Arizona residents driving to the event can be reimbursed for the cost of gas or mileage instead of airfare. We can reimburse up to $0.625/mile.
   1. You can still be reimbursed for mileage if you drive from out of state. You will need to submit a flight cost comparison (a screen shot 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.
4. Rental cars are not a reimbursable expense.
5. Uber/Lyft or taxi expenses can be reimbursed with itemized receipts showing locations of departure and arrival.
6. Parking at or near the law school can be reimbursed with itemized receipt (see Receipt Guidelines for more information).

To request your reimbursement, you must:

1. Complete and sign the reimbursement form. Note that the admitted student is the Service Provider when filling out the form. Please ensure that the correct mailing address for the student 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. Students are required to properly account to ASU their expenses within 60 days of their visit to ASU Law. If reimbursements are turned in after 60 days they will not be reimbursed as this would become subject to an internal audit.

For International Students: In addition to the above requirements you must also:

1. Submit a copy of your passport with your reimbursement form and receipts.
2. Complete the following forms linked here and here.
3. In order to receive payment from ASU, you must register in the new Financial Management System (FMS). Select the appropriate link from the two options:
   1. Domestic: If your tax status is: U.S. Citizen, Permanent Resident or Resident for U.S. tax purposes, view instructions here and use this link to register.
   2. International: If you are an international citizen and have not yet passed your residency test for U.S. tax purposes, view instructions here and use this link to register.
4. Complete the Wire Transfer Form linked here and submit it with your reimbursement form and receipts.

Receipt guidelines:

1. Airfare receipts must be itemized and include:
   1. Name of the passenger,
   2. itinerary including arrival and departure dates and times, and
   3. proof of payment showing the last 4 digits of the card used (a flight reservation email is not necessarily adequate proof of payment)
2. Hotel receipt must include the name/location of the hotel, be itemized, and show proof of payment method (a hotel reservation email is not necessarily adequate proof of payment).
3. Please refrain from using a travel website (such as Expedia, Travelocity, etc.) to book your travel and lodging accommodations together, as fully itemized receipts showing proof of payment are not typically provided.
4. If you are claiming mileage, you will need to attach a google map indicating the location of departure/arrival and the mileage.
5. Uber/Lyft or taxi receipts must include locations of departure and arrival as well as proof of payment showing the last 4 digits of the card used.

IMPORTANT: All receipts must show the last four digits of the card number that was used to indicate proof of payment. If you do not have a receipt with this information on it, you can submit a copy of your bank statement. If you submit your bank statement, you can redact any information we do not need.

Processing:

ASU Law will only be able to start processing your reimbursement after your visit. It is important to note that the reimbursement process will take up to 3 weeks, from the date of your visit, for a check to be mailed to the address provided on your reimbursement form.