To provide travel guidelines regarding the use of personal vehicles and other ground transportation providers for ground travel on behalf of the University.
May, 2023Responsible Office
This policy applies to the use of personal vehicles and procurement of other ground transportation by and for all faculty, staff, students and postdocs traveling and entertaining on behalf of the University and seeking reimbursement for related expenses from the University regardless of the funding source.
Individuals are reimbursed on a mileage basis when their personal vehicle is used for the business trip. It is the individual’s personal responsibility to carry adequate insurance coverage for the personal vehicle to protect their vehicle and any passengers. In the event of an accident, the owner or traveler is fully responsible for any damage to the vehicle, and their insurance coverage will be primary for any insurance claim.
Full responsibilities of the employee, student or postdoc can be found in Policy #2352.
Approvers perform a critical control function for the University. Collectively, approvers ensure that expense reports processed for payment are complete, appropriately funded, compliant with policy and are associated with activities that have a valid and necessary business purpose. Designated approvers should assist individuals, as necessary, with understanding applicable policies and compliance requirements.
Full responsibilities of approvers can be found in Policy #2352.
Travelers may elect to use their personal cars for business purposes if such use is less expensive than other options, such as rental cars or taxis, or if such use saves time.