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Transportation

Purchasing Air/Rail/Bus Tickets

To have the University pay directly for tickets and avoid the need for reimbursement, use the University Purchasing Card (Pcard). This is the only way to have the University prepay the tickets and is the preferred method of payment. Travelers may pay for the ticket with the University Travel Card or personal credit cards. The traveler will be reimbursed by the University after the trip is completed.

  • Tickets may be purchased and booked directly by phone, internet or travel agency.
  • When purchasing tickets over the internet, always use reputable sites with secure online transactions -- look for the URL beginning with "https" when entering personal or payment information.
  • Remember that the most economical time to purchase airline tickets is 54 days prior to the trip (7 1/2 weeks). Airfare cost can significantly increase if tickets are purchased close to the departure date.
  • Travelers should not accept Travel Insurance (Personal injury or loss, trip interruption/cancellation, etc.).  This is not considered a reimbursable expense.
  • Provide a detailed invoice/itinerary (which may also be identified by the air carrier as a receipt), as long as it shows all times of departure, flight numbers, class of service, fare basis, ticket number or confirmation number, and cost of ticket, along with proof of payment (i.e., card being charged). Documentation that does not include this information is not acceptable as a receipt.
  • Traveler must supply a hotel receipt or additional receipts to prove the trip occurred.

Ticket Upgrades

First class tickets are not allowable purchases. Travelers may be reimbursed for upgrades from coach to business class under the following conditions:

  • Documentation is provided to prove that the business class fare does not exceed the lowest available tourist/coach fare, or
  • Flight is transoceanic or intercontinental and expected flight time exceeds eight hours

Seating upgrades are normally considered a personal expense and not reimbursable unless there is a compelling business or medical reason and paid for using local funds with supervisor's approval.

Unused Airline Tickets & Frequent Flyer Miles

All privileges associated with University travel belong to the University, such as unused portions of air or rail tickets, free trips, and frequent flyer miles. Unused tickets should be reported to the traveler's department and be used to reduce other appropriate travel expenses. Failure to report such tickets could result in disciplinary action.

For-Hire Transportation

The traveler should use the most economical method of transportation. Taxis, shuttle vans and other forms of for-hire transportation can be taken to and from an airport and to and from business meetings. These items can be reimbursed or paid by the University Pcard. A maximum tip of 20% of the taxi cab or shuttle service fare is reimbursable as a transportation cost separate from Meals & Incidental expenses. Receipts are required only if over $25.

Parking and Tolls

Travel-related Parking and Tolls (i.e., bridge, tunnel, or turnpike tolls and parking fees) may be reimbursed or paid by the University Pcard. The location of the facility as well as the names and reasons for including a charge for passengers, where applicable, must be stated on the Travel Workbook. Parking lot rental fees associated with employment or parking costs associated with commuting is not an allowable charge of any category.

Car Rental

Advance reservations should be made whenever possible and booked directly through the rental car company with a compact or economy model requested. If using a UVA contract vendor, be sure and specify that the reservation is through a UVA contract. For reservation codes and contact information, please refer to each company’s Contract Summary Sheet:

When picking up a vehicle from one of the University’s contract vendors, the driver is permitted to sign the car company's standard rental agreement, if requested to do so. The University's contract supersedes this rental agreement and the driver will incur no personal liability by signing. Travelers should carry a driver's license and University Identification Card.

Please refuel the vehicle prior to returning it in order to avoid rental agency refueling charges. Prepaying for the refueling should only be considered if it is more economical and the traveler must include justification on the expense sheet to be reimbursed.

Rental Car Industry standards require that the driver of a vehicle match that of the credit card being used to pay for the rental. Non P-card holders will need to use their own credit card or the University Travel card and then seek reimbursement. The only exception for this requirement; the Charlottesville Enterprise and Hertz locations have agreed to accept third party credit cards for rentals originating and returning to Charlottesville.

  • Maintain receipts for the rental and any fuel. Returning a car after hours, call the agency and ask for a copy to be faxed or mailed.
  • Note the number of travelers and the reason for travel on the invoice.
  • The Pcard may be used for University employees only for rental and fuel costs. If paying by the Pcard, treat these receipts as all other Pcard documentation.

Insurance for Car Rental

  • Be knowledgeable of Risk Management's insurance requirements and know what to do in case of an accident.
  • If traveling within the U.S. or Canada, decline the Damage Waiver Insurance (Example Collision Damage Waiver (CDW) or Liability Damage Waiver (LDW)) **. University insurance covers both collision and liability damage and the traveler cannot be reimbursed for this expense.
  • If traveling outside the U.S. and Canada, accept the Damage Waiver Insurance. University insurance will not cover collision and liability damage in other countries. The cost for damage waiver insurance will be reimbursed under these circumstances.
  • Collision Damage Waiver (CDW) is an allowable expense for instances when the rental truck weighs more than 10,000 pounds.
  • Decline Personal Accident Insurance (PAI) or personal effects coverage unless the traveler wishes to incur this expense. The coverages are considered personal expenses and are not reimbursable.

**Exemption - Local Enterprise Rent-A-Car rentals originating in Virginia (Excluding Northern VA) will include damage waiver insurance of $5/day/vehicle. This is in accordance with contract terms and should be accepted by the renter.

Or

  • The option to purchase insurance offered by rental car contractors depends upon the following circumstances:

If the traveler is a

then

Notes

State Employee/Authorized Agent

Traveling within the US or Canada

Decline

Rental insurance will not be reimbursed. The Department of Treasury, Division of Risk Management, provides a Statewide Self-Insured Automobile plan for State employees in addition to the CDW coverage provided for Enterprise and National UVa contracted rentals.

*Enterprise contracted rates in Virginia already includes any additional fees.

Non-State Employee

Traveling within the US or Canada

Accept

Only when the agency considers automobile rental reimbursable. Rental car insurance for these individuals may also be treated as a reimbursable expense.

Insurance reimbursement should only include liability damage waiver (LDW) and collision damage waiver (CDW). Agencies are encouraged to set limits on reimbursement of this expense.

State or Non-State Employee

Traveling outside the United States

Accept

Individuals traveling outside of the territorial United States (including Canada, Puerto Rico) are required to purchase and will be reimbursed for LDW and CDW insurance. Other types of insurance offered such as trip cancellation, personal, health or life insurance are not reimbursable.

Personal Vehicle Mileage Rates

When driving a personal vehicle, actual mileage will be reimbursed based on the IRS travel rate in effect at the time of the travel (see table below). Prospective employees or consultants who originate their trip outside the Charlottesville area may be reimbursed at the approved IRS rate.

  • Record mileage from place of departure to place of return.
  • For 100 miles or more on a single day, do a cost justification to determine if a personal vehicle or car rental is more cost effective.
  • When the reimbursement request is for mileage only, no receipts are required.
  • When the reimbursement request is for payment of gasoline only,  no receipts are required if the cost is less than mileage compensation.
  • Reimbursement cannot be for both gas and mileage.

Applicable Period

Rates

2014

Jan 1 - Dec 31

.560

2013

Jan 1 - Dec 31

.565

2012

Jan 1 - Dec 31

.555

Note: When use of a personally-owned vehicle is elected for the convenience of the traveler, the rate is $.246.

Personal Vehicles Commuting Mileage

Commuting mileage and other commuting costs, including parking, incurred on normal workdays, between an employee's residence and Base Point are considered a personal expense and are not reimbursable. An employee can have only one assigned Base Point. The employee’s Base Point is defined as the place, office or building where the traveler performs his/her duties on a routine basis; it is the responsibility of the department to assign an employee’s Base Point. Mileage can be reimbursed only to the extent that the mileage incurred exceeds the traveler’s normal daily commute.