California Cancer Action Day > Travel and Expenses
Travel Booking Guidelines
To be good stewards of donor dollars, we kindly ask all participants to book the lowest‑cost travel available whenever possible.
Arrival & Departure Times
Please plan your travel to Sacramento as follows:
- Arrival
- By 9:00 AM if traveling by plane
- By 9:30 AM if traveling by car or rail
- Departure
- No earlier than 5:00 PM if traveling by car or rail
- No earlier than 6:00 PM if traveling by plane
If your one‑way travel time exceeds 3.5 hours, or if you have other challenges that make travel difficult, please contact your Grassroots Manager to discuss hotel accommodations.
Booking Your Travel
Use Only the ACS CAN Travel Website
Unless you are donating the cost of your travel to Cancer Action Day, please book your travel exclusively through the ACS CAN travel website. Do not book independently and request reimbursement (even if you find a lower fare) unless you intend to cover your own costs. We cannot process reimbursements for travel booked outside the ACS CAN system.
Covered Travel Dates
ACS CAN covers basic travel costs for event participation. You may extend your stay at your own expense, however, please do not book flights on dates other than arrival on April 8 and departure on April 8 without prior approval from your Grassroots Manager.
Booking Deadlines
Travel must be booked through Concur by March 18.
If you did not reserve travel during event registration:
- Open your event confirmation email.
- Use the “Reserve online air travel” link to access the meeting‑specific travel booking portal.
Air, Rental Car & Rail
- Airfare and eligible car rentals and rail fares are automatically billed to ACS CAN. Personal payment methods are not accepted with the exception of rental cars.
- You will receive an electronic travel confirmation within 24 hours of ticketing.
- For rail, please work with your Grassroots Manager and provide the stop you will depart from and the time of departure and the time of departure when leaving Sacramento.
- For rental cars, please work with your Grassroots Manager and provide the address of the rental car location nearest you and we will book the car. However, a personal credit card will be required when picking up a rental car.
Carpooling & Overnight Needs
If you:
- want to carpool, or
- require special overnight accommodations and are open to sharing a room,
please contact your Grassroots Manager.
Ground Transportation (Lyft Pass)
ACS CAN provides a Lyft Pass that can be used for:
- your ride from home to the airport,
- travel between the airport and the Capitol,
- your return home at the end of the day.
We encourage you to download the Lyft app in which your Lyft pass will automatically show up for the day if you meet the requirements. We also encourage you to ride with other volunteers when possible to reduce costs. If you need additionally support booking your Lyft, we can pair you with someone who is comfortable booking rides.
Reimbursable Expenses
ACS CAN will reimburse reasonable travel‑related costs, including:
- Mileage at $0.14/mile
- Parking
- Meals not provided at the event (up to $35 per meal, including tax & tip)
- Baggage fees (one checked bag each way for overnight stays only)
- Ground transportation to/from airports (public transportation encouraged; Lyft preferred)
Receipts must be itemized. Credit card statements cannot be accepted.
Non‑Reimbursable Expenses
ACS CAN cannot reimburse for:
- Alcoholic beverages
- Meals over $35
- Tips exceeding 20%
- Transportation for personal activities or dinners outside scheduled events
- Souvenirs, personal items, or everyday supplies
- Snacks, coffee, or bottled beverages when event alternatives are provided
Submitting Your Expenses
All expense submissions are due by Friday, May 8.
To submit:
- Insert images of your receipts into the “Receipts” tab of the expense reimbursement form.
- Email the completed form to your Grassroots Manager.
Grassroots Manager Contacts
Chakoma Haidari
[email protected]
510.750.0966
Jasmine Buenrostro
[email protected]
559.795.5210
Spencer Lyons
[email protected]
310.413.7613