Travel and Entertainment Policy
The use of a personal car may be used for business purposes based on the following guidelines.
Travelers may utilize their personal car to drive to their destination when:
- Other transportation is unavailable
- Driving their personal car is more cost effective than a rental car, airline or rail travel
- Transporting large or bulky material and shipping is more costly
When traveling 200 miles or more roundtrip, the traveler must use the Transportation Calculator to determine the most cost effective mode of transportation. Refer to the Transportation Calculator for further information.
Travelers may be reimbursed for mileage for traveling locally within the metropolitan area within a 50-mile radius. Reimbursable mileage is equal to the number of business miles in excess of the round-trip commuting miles between the employee's home and regular work place. Mileage will not be reimbursed for travel within the University campus.
The use of personal cars for business will be reimbursed at the standard rate prescribed by the IRS. This mileage allowance covers all auto costs (e.g. gasoline, oil, repairs, insurance, etc.) other than parking and tolls. Liability insurance coverage of $100,000/$300,000 is required but will not be reimbursed.
Non-Reimbursable Personal Car Expenses:
Traffic violations, parking tickets, towing, repairs, personal insurance or deductibles.
Rail reservations can be booked for a fee of $35.00 through a traditional American Express Travel Service agent. Reservations may also be arranged by the traveler using an outside source. Only economy class will be reimbursed in either situation.
Taxi and Other Local Transportation:
The cost of taxis to and from places of business, hotels, airports or railroad stations in connection with business activities is reimbursable. Use of taxis is -authorized only when more economical services (hotel vans, shuttles, etc.) are not available. Original receipts are required for ground transportation in excess of $10 per day. The business purpose should be noted on each receipt. Reimbursement for ground transportation for personal meals while in business travel status is allowed when used for legitimate purposes such as safety or limited restaurant availability. As a general guideline, up to $20 per day will be considered. The original receipt and the reason for this ground transportation should be on the ETERV.