California Cancer Action Day > Travel and Expenses
Travel Booking Guidelines
To be good stewards of donor dollars, we kindly ask you to book the lowest cost travel when possible.
Please arrive to Sacramento by 9:00am (if arriving by plane) and by 9:30am (if arriving by car or rail). Plan to depart no earlier than 5:00pm (if departing by car or rail) and no earlier than 6:00pm (if departing by plane). If your total travel time in one direction will exceed 3.5 hours or there are other factors which will make travel to the event difficult, please connect with your Grassroots Manager regarding special accommodations that may be available.
- Please use only the ACS CAN travel website to book travel. Please do not book travel on your own then seek reimbursement (even if you see a great deal elsewhere) unless you intend to cover your own travel costs. We cannot book for travel purchased outside the ACS CAN site.
- Basic travel costs are paid by ACS CAN. You are welcome to extend your time in Sacramento before or after the event at your own expense. However, please do not book your air for any dates other than an arrival on April 10 and a departure on April 10 without prior approval from your Grassroots Manager.
- Travel must be booked directly in Concur at least 14 days prior to travel. Participants who do NOT reserve travel at the time of registration must follow the instructions on the electronic confirmation notification email to log back into the registration website. The "Reserve online air travel" link should then be selected to direct you to the unique meeting link for the online travel booking tool.
- Airfare (and rail fare when applicable) will automatically be billed to ACS CAN. Personal forms of payment will not be accepted. An electronic reservation confirmation including important travel information will be sent within 24 hours of the ticketing process.
- For rail, please book your own rail travel and you can submit for reimbursement.
- If you are interested in carpooling with nearby volunteers or staff, please reach out to your Grassroots Manager. If you will require special overnight accomodations and are willing to share your room, please reach our to your Grassroots Manager.
- We have a Lyft pass you can utilize for all legs of your trip – from your home to the airport in the morning, to and from the Capitol in Sacramento and back to your home in the evening.
- We encourage you to download the app to your phone, but if you aren't comfortable doing so we will pair you with someone who is.
STEP 1: Claim your Lyft Pass with a Tap
New to Lyft Pass? Click here: What is a Lyft Pass?
Don’t have the Lyft app? Set up a new Lyft account, then move on to the next step.
Already have the Lyft app? Nothing to see here. Keep scrolling down for the next step.
STEP 2: Code
Either enter the code your staff partner shared with you in the Lyft app. to claim your pass. Here’s how: Go to the ‘Payment’ tab from the app menu. Find the Lyft Pass section, then tap ‘Add Lyft Pass’ to add your code. Tap ‘Add Pass’ to finish.
Or scan the Lyft Pass QR Code. You'll need to scan QR code from your standard camera app. A yellow button will pop up that says Lyft, click on that and your app will open. The credits will be automatically added to your Lyft app account. Go to the 'Payment' tab to see the details of your Lyft Pass.
STEP 3: It’s Official
Nicely done. You’re all set to ride. Tap ‘See details’ to view all of the rules for your Lyft Pass so you’ll always know when your rides are eligible.
STEP 4: Get a ride
When you’re ready, take an eligible ride — Lyft Pass will be applied automatically. Be sure to ride in personal mode (and not your Lyft business profile).
Need help? Learn more about using your Lyft Pass here.
Need Help? Click here: Lyft Rider FAQ
What expenses can be reimbursed?
ACS CAN will reimburse costs incurred in transit to/from the event including mileage ($0.14/mile); parking; meals not otherwise provided as part of the event (no individual meal should cost more than $35 including tax and tip); baggage fees for those who require an overnight stay (one bag check each way); and ground transportation to/from airports (we ask participants to use public transport when able and note that Lyft is our preferred ride share car service). We require receipts for purchases including bag check fees and cannot accept a credit card statement as a receipt. All receipts must be itemized.
What expenses cannot be reimbursed?
We cannot reimburse for alcohol; meal expenses over $35; gratuities over 20%; or ground transportation for dinner/activities outside of the scheduled event. We cannot reimburse for souvenirs or supplies that are used during the normal course of a day. We do not reimburse for snacks/coffee/bottled beverages when alternative options have been provided as part of the event.
How do I submit my expenses for reimbursement?
All expenses must be submitted by Friday, May 10. Participants should insert images of their receipts on the tab labeled "receipts" on the expense reimbursement form, then electronically submitted to your Grassroots Manager (see below). All expenses must be itemized and supported with receipts.
Chakoma Haidari
[email protected] 208.602.9385
Jasmine Buenrostro
[email protected] 559.795.5210
Spencer Lyons
[email protected] 310.413.7613