Review Section 6.3 of the Expenditure Policy for important details when traveling by car, minivan or 15-passenger van.
Pool Vehicles
If available, University-owned pool vehicles must be used for University travel. Review Section 6.3 of the Expenditure Policy for details and exceptions.
Employees/Students must be University approved drivers to use a pool vehicle. Review the Approved Driver Checklist for steps required to become a University approved driver.
If a pool vehicle is not available, use the Vehicle Selection Worksheet to determine the most cost-effective option between renting a vehicle and using a personal vehicle.
Rental Vehicles
Review Section 6.3.4 of the Expenditure Policy.
PREFERRED RENTAL VEHICLE SUPPLIER INFORMATION
Rental vehicles must be paid for with a University-issued purchasing card.
Employees/Students must be University approved drivers to rent a vehicle. Review the Approved Driver Checklist for steps required to become a University approved driver.
Personal Vehicles
Review Section 6.3.4 of the Expenditure Policy.
REQUEST A MILEAGE REIMBURSEMENT
Employees will be reimbursed for mileage traveled in a personal vehicle only if a pool vehicle was not available and the use of a personal vehicle was the most cost-effective option available.
Extra costs for food and lodging while en route are not reimbursable if the traveler is reimbursed on a mileage basis in preference to air travel or other available transportation. This is consistent with IRS standards for an accountable travel plan.