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Car Rental and Other Transportation

 

Car Rental:

The request to rent a vehicle must be justified in writing and will be considered if public transportation is unavailable or if automobile rental results in a cost savings, which must be documented by the traveler and included as part of the justification on a Policy Exception Request form (Exhibit H).

If a traveler is staying at a conference location rental vehicles are not normally allowed as staying at the conference location eliminates the need for transportation other than to/from the airport.

The state contract should be used to rent a vehicle for use on state business, whether in-state or out-of-state.  If the state contract is used, for passenger cars and mini-vans, third party liability and property damage liability insurance are included in the rental rates, and therefore any additional insurance purchased by the employee will not be reimbursed.  For any other type of vehicle, OR if the state contract is not used, collision and personal accident insurance offered by the rental company must be purchased by the employee, and will be reimbursed as a regular travel expense.

The size and class of the rented vehicle should be reasonable and appropriate for the number of authorized passengers employed by the University or System Office or student of the University. Travelers should only rent vehicles in the following classes: Economy, Compact, Intermediate, Standard, Full Size, Mini-Van, Cargo Van, and Pick-up Truck. Travelers may not rent vehicles in the following classes without justification and prior written approval from the appropriate Department Head, Director, or Dean: Premium, Luxury, Small Sport Utility, or Large Sport Utility.

The University or System Office will not pay for penalties, fines, fees, fuel service, fuel surcharges, or extra cost options.

Travelers must submit the car rental agreement indicating the class of vehicle selected, and gasoline receipts, with their Travel Reimbursement Form. The receipt must show payment, including the rental agreement number, mileage in and mileage out.  Credit card receipts are not sufficient for reimbursement.

 

Other Transportation:

Reasonable use of taxis, airport shuttles and similar transport to and from the airport or common carrier terminal and the conference site will be reimbursed at cost if included on the Travel Authorization.  The lowest cost option should be chosen.  

Cost of taxis to and from places of lodging to take meals or participate in non-conference related events, is part of the incidental expenses component of the meal per diem and is not a reimbursable expense. 

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