Operating Policies and Procedures Manual

Effective Date: 07/01/96
Policy Number: 05-25
Section: Finance and Administration
Subject:Travel: Method of Transportation

POLICY

University personnel are expected to utilize the most economical means for travel.

REGULATIONS

Air Travel

1. Commercial flights should be by regular coach.
   
2. Commercial airline reservations are the responsibility of the traveler and should be made as early as possible to take advantage of the least expensive rate.
   
3. Generally, charges for commercial air fare should be billed to the university or charged to the state-issued Business Travel Card (BTC).

1. Subject to the advance approval of the vice chancellor for finance and administration, staff members are reimbursed at a rate not to exceed $.52 per nautical mile when using personal aircraft for university business. (Personal aircraft may be partially or fully owned.)

1. Reimbursement is at a rate not to exceed $.42 per mile based on official map mileage of the most direct route between points of departure, destination, and return.
   
2. Should a staff member elect to use a personal automobile for travel of 500 or more miles (one way), reimbursement is made at a rate not to exceed $.42 per mile based on official map mileage of the most direct route with the total (including meals and lodging en route) not to exceed the cost of commercial air fare. Generally, trips of more than 500 miles, unless there are two or more authorized passengers, should be made by air.
   
3. In the event two or more authorized persons travel in the same automobile, only one traveler may claim mileage reimbursement.

1. A limited number of university vehicles are available for use and are assigned by the motor pool in accordance with policies outlined in the "Use of University Vehicles."

1. Out of Area. In instances where an employee needs to rent a vehicle, an explanation should be added to the travel authorization along with the estimated cost.The request should state why the vehicle is needed, estimated cost, and length of time vehicle will be needed. Request must be approved by Travel Supervisor before reimbursement can be made.
   
2. Local. If a rental vehicle is required for use locally, the rental agreement must be made by Facilities Management.

1. Any employee who is (1) reimbursed for mileage; (2) is assigned a university vehicle; or (3) receives approval to rent a vehicle must be in compliance with the Motor Vehicle Safety Program.

This page is maintained by Cassey Tune
Last updated on 03/05/09