Transportation

All airline tickets must be receipted with a hard copy of the ticket showing the ticket price. E-ticket receipts are acceptable.

The class of air travel chosen is expected to be the least costly. Generally, this reasonable level dictates that coach class or standard accommodations should be used. Travel in any other class of service must be approved by the CFO/VP Finance. Air transportation is restricted to regularly-scheduled commercial airlines. First-class travel will not be reimbursed.

Flight insurance individually purchased by employees is a personal expense of the traveler and will not be reimbursed by the University.

If traveling by car from home to an airport, the traveler will be reimbursed for mileage at the applicable rate. If a traveler gets a ride to and from the airport to avoid having to park his/her vehicle, the traveler would be entitled to be reimbursed the lessor of two round trips or one round trip plus applicable parking in the lowest cost on-airport parking lot. Parking at the airport will be reimbursed, but travelers are urged to use lower-cost parking lots when available and applicable.

Limousine travel is not recommended and the cost of such service will not be paid through University funds unless the business purpose renders it a necessity and the area VP approves the cost in advance.

Once at the destination, the traveler is reminded that hotel shuttles may be available free of charge or for a nominal fee. If public transportation to and from the airport would result in a lower cost, the traveler is encouraged to take advantage of these savings.

A motor pool vehicle is required to be the first vehicle of choice unless there are special circumstances approved in advance by the area Vice President. The reservation of such vehicle should be made as the time travel arrangements are known, and last minute requests resulting in denial may be subject to reimbursement at the reduced rate.

When the use of a personal automobile is necessary, reimbursement for its use will only be made on the basis of mileage driven. Gasoline purchased for a personal vehicle is not reimbursable, nor should it be charged to a university credit card. The University’s standard mileage reimbursement rate, periodically published by the Business Office, is currently 40 cents per mile. If the traveler does not obtain a waiver from the area VP or a denial from motor pool that a vehicle was not available, in advance of the trip, the mileage reimbursement rate will be 20 cents per mile. The difference between the rate reimbursed and the IRS standard mileage rate may be tax deductible. Each employee is advised to consult his/her personal tax advisor.

The mileage reimbursement rate includes reimbursement for the use of the vehicle as well as repairs, gas charges, and an increment for the owner’s personal automobile insurance coverage. Since the rate includes an allowance for fuel, the University will not reimburse a traveler separately for gasoline purchases. Travelers should note that the University will not reimburse employees for parking tickets, fines for moving violations, vehicle towing charges, or auto repairs and maintenance. However, reimbursement may be requested for tolls and parking.

The least costly type of rental vehicle (i.e., compact or economy car) should be used whenever possible.

The University has a corporate agreement with Enterprise Rent-A-Car. This agency should be utilized when making your travel arrangements. Use of other car rental firms is authorized when the cost is less than that of Enterprise, or Enterprise does not have an agency in the city of travel. Rental cars should be returned to the rental company with a full tank of fuel, as it is always more expensive when the rental agency charges to fill the car with gas.

The University recommends that travelers waive the “loss-damage coverage” when entering into an agreement with a car rental agency. This is an unnecessary added expense, as insurance coverage is maintained through our corporate policy. Therefore, the University will not reimburse an employee for additional insurance purchased through the rental company unless specifically directed to do so by the VP for Business & Finance Office.

Use of rental cars at travel destinations is limited to circumstances where other transportation is either more expensive or impractical.

Local taxi fares and shuttles to and from airports and train stations are reimbursable. It is expected that discretion will be used in choosing the best transportation to accommodate needs while keeping the cost at a minimum.

Note: travelers are expected to obtain receipts for taxis, train services and shuttles. These receipts must be original and on the letterhead of the service provider. Tickets purchased online must clearly define the destination and the total amount of the ticket.

All general policies pertaining to travel apply to foreign travel. Actual costs are reimbursable, to the extent reasonable and necessary, provided adequate documentation is submitted with the travel reimbursement requests. The traveler is responsible for converting travel costs into US dollars.

The Fly America Act requires use of U.S.-flagged air carriers for foreign air travel that is funded by federal government grants, contracts, or scholarships. There are exceptions to the Fly America Act requirement. The Office of Sponsored Research Administration provides a “Fly America Act Waiver Checklist” to determine if exceptions apply to any particular foreign trip. In addition, some federal contracts require trip-specific prior approval by the sponsor, even if the awarded budget includes foreign travel expenses. The Office of Sponsored Research Administration should be consulted regarding any planned foreign travel using federal funds before travel arrangements are made.