The most economical means of transportation should be used when traveling on university business. This will be determined by the staff member and the department head based upon the total cost of the travel, efficient use of staff time and convenience to the employee.
Travel expense reimbursement is limited to the lesser of expenses incurred from the departure point or from the "official station". The official station is defined as the location of the permanent office. The official station is defined as the location of the permanent office including the entire city or general area in which the 'official station' is located.
If the traveler is departing from some place other than their permanent office, a comparison must be attached to the expense report indicating the trip expenses are the lesser of the two.
NOTE: The to/from destination(s) must be listed for taxis, shuttles/limousines, and other local conveyances. Example: Taxi airport to hotel.acceptable receipts are attached to the expense report.
University travelers must use coach-class accommodations for all train travel. Coach-class is defined as "The basic class of accommodations offered by a rail carrier to passengers that includes a level of service available to all passengers regardless of the fare paid. Coach-class includes reserved coach accommodations as well as slumber coach accommodations when overnight train travel is involved."
A foreign train may be used in lieu of, or as a supplement to air travel at the lowest rate by the transportation facility used. However, if such travel could have been performed by air, the allowance may not exceed that of coach air accommodations. See cost comparison rules.
Travel by bus is a reimbursable expense provided that acceptable receipts are attached to the expense report.
A foreign bus or other service carrier may be used in lieu of, or as a supplement to air travel at the lowest rate by the transportation facility used.
Taxi or shuttle/limousine service, including reasonable tips, is reimbursable for travel
- Between places of business at an temporary business location
- Between a place of lodging and temporary business location
- To obtain meals at the nearest available place when meals are not available or cost effective at location of temporary business or lodging
- Between carrier terminal (airport, train or bus station) and place of business or lodging
- Between residence and carrier terminal (airport, train or bus station) on beginning or returning day of travel
Documentation of taxi or shuttle/limousine expense is subject to receipt policies. The to/from destination(s) must be listed for taxis, shuttles/limousines, and other local conveyances.
Prior to planning business travel involving cruise ships or other luxury water transportation, contact the Travel Manager at 49-41699 for required information and guidelines.