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Scope

Applies to all employees and others who incur transportation expenses while conducting official University business.

All divisions or departments must adhere to the travel reimbursement policies contained herein and in other sections of University policy and may not establish lower limits, additional requirements or more restrictive policies unless required by an outside entity or third party.

Reason for Policy

This policy provides guidance on allowable transportation expenses.

Policy Statement

The method of transportation that is reasonable, necessary, and best meets the needs of the traveler and the University should be selected.  Travelers, in conjunction with their University department, are responsible for selecting the most cost-effective means of travel.

 Air or Rail Travel

It is recommended that individuals traveling by commercial airline or rail use the lowest available fare.  First-class or business-class travel is not allowed using University resources, unless it is required for medical reasons. Air travel that is paid for with U.S. government dollars must use a U.S. air carrier service in accordance with the Fly America Act (e.g. federal grant funds). Where use of leased or chartered aircraft is authorized, reimbursement for the full cost of the service will be made.

Vehicle Travel

The most cost effective vehicle travel option should be selected when traveling on University business.  The University’s Trip Optimizer tool can be used to calculate travel costs and ensure that employees select the most cost effective option for each trip. 

 Employees traveling to the same destination should car-pool whenever possible.  Employees who elect to travel using their personal vehicle when a car-pooling option is available, may have their reimbursement request denied.

 Car Rental Services

Car rental services may be used when the cost is less than or equivalent to other means of transportation or when University business activities require it.

•  University One Card (MasterRental) Insurance

The car rental should be charged to a University One Card, which, via the MasterRental, provides $50,000 of Collision Damage Waiver/Limited Damage Waiver coverage.  Use of the One Card is encouraged since this shifts the initial burden of loss to the credit card company rather than the University’s self-funded program.  Per the MasterRental  Insurance agreement, you must decline the Collision/Damage Waiver. The cardholder and those designated in the vehicle rental contract as authorized drivers are covered by Primary Collision/Damage Insurance. Coverage will not be provided when a cardholder rents a vehicle beyond 31 consecutive days from the same rental agency. A new vehicle rented in a different city from the same rental agency is permitted. Coverage may not be available in all countries. Please contact your car rental agency before you travel.

•  Discount Rate Programs Available

The University has negotiated discounted corporate rate programs with major car rental companies, which provide for significant savings over standard rates.  These programs should be used whenever possible and practical. 

• Reimbursement Allowances

If the individual is unable to rent the vehicle u