Travelers are expected to book coach class airfare. Business class or first class travel will be reimbursed only upon advance approval of the President of the University.
Travelers on University business may rent a vehicle with prior approval to reach their destination when driving is more economical than air travel, or when driving is necessary to transport large or bulky material. Travelers will not be reimbursed for premium category rental cars. An exception can be made if traveling with three or more people who are on University business.
Reimbursable costs include daily rental fees, fees charged for excess mileage, gasoline charges, and tolls. Non-reimbursable costs include, but are not limited to, vehicle repairs, parking tickets, fines and traffic violations. Please contact purchasing for preferred vendors.
Travelers should decline any additional insurance coverage offered by rental companies; it duplicates insurance already provided by the University. If you choose to accept the daily additional insurance, these charges will not be reimbursed.
Exception: Additional insurance coverage on rental cars may be reimbursed for international rentals if it is required by the country of origin. Please contact purchasing for further information prior to traveling.
When travel by a private automobile is desirable to save time, to transport equipment or to reduce costs when a number of persons are traveling together, reimbursement will be made at the standard University mileage rate of $.535. This rate covers the use of the vehicle and gasoline. The total auto reimbursement should not exceed equivalent air coach fare or other reasonable available transportation. Mileage reimbursement will be made on the basis of the most direct route between the point of origin and the destination of the trip. Mileage reimbursement does not apply to employees receiving an auto allowance.
Additional reimbursement will be made for tolls and reasonable parking fees. The University will not reimburse for parking tickets, fines and traffic violations. No reimbursement will be made for the cost of repairs to the vehicle whether they result from the traveler’s actions or the actions of others. It is the responsibility of the owners of the vehicle being used for business to carry adequate insurance coverage for their protection and for the protection of any passengers.
The use of a privately owned vehicle to go from one local office to another (i.e. the Oakview and Cambridge campuses) is not considered a travel expense and will not be reimbursed by the University. Further, the University will not reimburse for travel that is less than 5 miles one way. In addition, commuting miles are not reimbursable.
Other Ground Transportation
Rail travel may be used whenever the traveler finds it practical and cost-efficient. Travelers will be reimbursed for ground transportation to and from airports and railroad stations plus reasonable tips when such service is not included in air and rail fares and where public transportation is not practical. This policy includes transportation between hotels, railroad stations, airports or meetings.