Office
of Accounting
Transportation
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Office
of Accounting |
Section 4: Transportation |
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4.1 | Reimbursement |
| 4.1.1 | Commercial Airlines |
| 4.1.1.1 | Allowable reimbursement for commercial airline travel shall include the actual expense or cost for the least expensive logical fare via the most direct route, or a reasonable alternative route if it results in lower fare. Travelers may not specify a particular airline to accumulate mileage or promotional plans, such as frequent flyer programs, if it results in a higher airfare. See Section 11
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| 4.1.1.2 | Travelers are expected to make advance bookings through a contracted travel service vendor to secure the least expensive airfare possible. Reimbursement for tickets where reservations were not made through a contracted travel services vendor will require a waiver from the travel agency contract administrator.
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| 4.1.1.3 | If a change in the cost of airfare is incurred, the charge is reimbursable if the traveler is directed by the appropriate Vice President, Dean or Director to change her or his travel plans, or if other extenuating circumstances arise and are approved by the appropriate Vice President, Dean or Director. Increased or extra charges incurred due to the traveler's negligence will be considered a personal expense of the traveler and shall not be reimbursed.
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| 4.1.1.4 | Deliberately causing increased costs or delays to obtain personal gratuities, such as denied boarding compensation, frequent flier points or mileage, or similar benefits is prohibited. Conversion of airline tickets for personal benefit, such as downgrading tickets, returning unused tickets for cash, credit, or personal airline tickets, or similar actions, is also prohibited. Any credits, rebates or refunds resulting from these actions must be returned to Marshall University. See Section 11
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| 4.1.1.5 | Travelers are expected to make advance bookings through a contracted travel service vendor to secure the least expensive airfare possible. Reimbursement for tickets where reservations were not made through a contracted travel service vendor require a waiver from the travel agency contract administrator.
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| 4.1.1.6 | Reimbursement
may be made to the traveler in advance for airfare purchased up to 180 days
before the trip begins. Copy of itineray required. |
| 4.1.2 | Aircraft Owned and Managed by the WV State Department of Administration |
| 4.1.2.1 | For
state aircraft service, contact the Aviation Division of the WV State Department
of Administration. If a state aircraft is not available, the Aviation Division
may arrange for charter service. Charter service will be used only when
a state owned aircraft is not available. In order to be reimbursed for the
transaction fee, the itinery must be attached to the travel expense settlement. |
| 4.1.3 | Charter Aircraft |
| 4.1.3.1 | Use of charter aircraft must be approved in advance by the appropriate Vice President and a contracted travel service.
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| 4.1.4 | University Owned Vehicles |
| 4.1.4.1 | University owned vehicles may be requested from the University Department of Parking and Transportation following policies of that department. University owned vehicles are for official business only and must be operated by an employee of the university. Allowance for non employee passengers not on official business of the University must be specifically approved by the Vice President for Finance.
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| 4.1.5 | Privately Owned Vehicles/Courtesy Vehicles |
| 4.1.5.1 | Privately
owned and courtesy vehicles may be used when traveling on university business.
Reimbursement for use of a privately owned vehicle will be made at the current
Internal Revenue Service limits, refer to Appendix A in the University
Travel Procedures, and for courtesy vehicles at the current Internal
Revenue Service per business mile traveled, excluding commuting mileage,
for actual miles traveled using the shortest practicable route to the point
of arrival at the traveler's destination. This rate is intended to cover
all operating costs of the vehicle (including fuel, maintenance, depreciation,
insurance, etc.), and no additional reimbursement will be made. |
| 4.1.5.2 | Appropriate business insurance should be obtained when using a privately owned vehicle for business travel. Traveler’s should check with his or her personal insurance agent for further information.
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| 4.1.5.3 | The operator (traveler) of a vehicle must possess a valid operator's license. The operator is personally responsible for any fines and/or penalties resulting from citations, charges, or warrants attributable to operator negligence. Such fines and/or penalties shall not be a reimbursable expense.
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| 4.1.5.4 | In cases where a traveler chooses to drive rather than fly while on business, reimbursement will be based on actual in transit expenses (mileage, hotels, parking, meals, etc.), not to exceed the lowest available commercial airfare plus local transportation, and parking (where required) to and from the airport.
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| 4.1.5.5 | Roadside assistance services, if needed, may be reimbursed at actual cost if deemed appropriate and reasonable by the appropriate Vice President, Dean or Director.
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| 4.1.6 | Commercial Rental Vehicles |
| 4.1.6.1 | Commercial rental vehicles may be used when traveling on university business. Reimbursement will be made at actual cost for the daily rental fee for a mid-size or smaller vehicle, plus mileage fees and fuel costs. For travel of more than a few days in duration, weekly rental rates may be reimbursed if they will result in a lower total cost than the daily rate. Reimbursement may be made for full size vehicles if more than three (3) people are traveling together on university business, and for larger vehicles if a group of five (5) or more is traveling together.
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| 4.1.6.2 | Insurance: Collision damage insurance for automobile rentals of seven (7) days or less are reimbursable, and should be taken unless the rental has been made using the Diners Club corporate travel card. Diners Club provides collision damage coverage at no cost for rentals up to 60 days.
Collision damage insurance for rentals of more than seven (7) days are not reimbursable and should not be taken. The State of West Virginia insurance program automatically covers collision insurance for vehicle rentals more than seven (7) days. No other insurance or insurance-like product is reimbursable for rentals used in the United States, unless required by law. Full coverage insurance is a reimbursable expense for any approved rental vehicle used outside the United States. |
| 4.1.6.3 | Automobile
Rentals: Avis Car Rental holds the current state-wide contract for car
rental and this contract should be used whenever practical. Travelers
may make car rental arrangements through the Avis website at www.avis.com
by using the Avis discount number assigned to the State of West Virginia
(A646900). Travelers may also use the National Travel or the American
Express One web sites to access Avis. When using the online car rental
reservation, please make certain to check all rate products
(personal/governmental, etc.) and select the lease expensive option for the
time required. |
| 4.1.6.4 | The operator (traveler) of a vehicle must possess a valid operator's license. The operator is personally responsible for any fines and/or penalties resulting from citations, charges, or warrants attributable to operator negligence. Such fines and/or penalties shall not be a reimbursable expense.
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| 4.1.6.5 | In cases where a traveler chooses to drive rather than fly while on business, reimbursement will be based on actual in transit expenses (mileage, hotels, parking, meals, etc.), not to exceed the lowest available commercial airfare plus local transportation, and parking (where required) to and from the airport.
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| 4.1.6.6 | Roadside assistance services, if needed, may be reimbursed at actual cost if deemed appropriate and reasonable by the appropriate Vice President, Dean or Director.
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| 4.1.7 | Rail Service |
| 4.1.7.1 | Travelers are expected to make advanced bookings through a contracted travel services vendor and use the least expensive logical fare via the most direct route, or other reasonable route that results in a lower fare.
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| 4.1.8 | Miscellaneous Ground Transportation |
| 4.1.8.1 | When courtesy transportation is provided by a hotel, motel, or other service facility, the traveler is encouraged to use this service.
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| 4.1.8.2 | Travelers may be reimbursed for taxi , bus, and other forms of public transportation.
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4.2 | Receipts |
| 4.2.1 | Commercial Airlines |
| 4.2.1.1 | In order to receive reimbursement, the traveler must submit the “passenger receipt portion" or certified copy from the commercial airline ticket. If airfare is billed directly to the university it must be referenced on the traveler's final expense account and the “passenger receipt portion” of the airline ticket attached. Refundable or unused airline tickets shall be returned immediately to the ticket issuer for proper credit/refund.
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| 4.2.2 | Aircraft Owned and Managed by the WV Department of Administration |
| 4.2.2.1 | Payment for aircraft owned and managed by the WV Department of Administration will be direct billed only. Traveler’s would not be responsible for maintaining receipts unless required by WV Department of Administration Aviation Division.
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| 4.2.3 | Charter Aircraft |
| 4.2.3.1 | Payment for charter aircraft will be by direct billing only.
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| 4.2.4 | University Owned Vehicles |
| 4.2.4.1 | Payment for university owned vehicles will be by direct billing only. Traveler’s would not be responsible for maintaining receipts unless required by the University Department of Parking and Transportation policies.
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| 4.2.5 | Privately Owned Vehicles/Courtesy Vehicles |
| 4.2.5.1 | Receipts are not required for privately owned vehicles.
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| 4.2.6 | Commercial Rental Vehicles |
| 4.2.6.1 | Receipts and/or documentation is required for reimbursement of car rental and mileage charges or fees. Reimbursement may be made for actual fuel costs. Receipts should be attached if available. Travelers are encouraged to return rental cars with a full tank of fuel to avoid high refueling costs charged by rental agencies.
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| 4.2.7 | Rail |
| 4.2.7.1 | Receipts/documentation is required for reimbursement of rail service expenses.
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| 4.2.8 | Miscellaneous Ground Transportation |
| 4.2.8.1 | Receipts are not required for miscellaneous ground transportation if under the Internal Revenue Service limits.
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4.3 | Direct Billing |
| 4.3.1 | Commercial Airlines |
| 4.3.1.1 | Commercial airline tickets may be direct billed to the university for those expenses covered by university funding sources. The traveler must attach the "passenger receipt portion” of the airline ticket or other proof of travel, to the expense account settlement.
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| 4.3.1.2 | Direct billing may not be available if personal travel is combined with business travel.
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| 4.3.2 | Aircraft Owned and Managed by the WV Department of Administration |
| 4.3.2.1 | Payment for aircraft owned and managed by the WV State Department of Administration will be direct billed only.
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| 4.3.3 | Charter Aircraft |
| 4.3.3.1 | Payment for charter aircraft will be by direct billing only.
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| 4.3.4 | University Owned Vehicles |
| 4.3.4.1 | Payment for university owned vehicles will be by direct billing only.
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| 4.3.5 | Privately Owned Vehicles/Courtesy Vehicles |
| 4.3.5.1 | Direct billing is not an option.
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| 4.3.6 | Commercial Rental Vehicles |
| 4.3.6.1 | Car rentals may be direct billed to the university for those expenses covered by University funding sources. The traveler must attach a copy of the rental agreement to the expense account settlement form.
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| 4.3.6.2 | Direct billing may not be available if personal travel is combined with business travel.
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| 4.3.7 | Rail |
| 4.3.7.1 | Rail may be direct billed to the university for those expenses covered by the University funding sources. The traveler must attach the “passenger receipt portion” of the rail ticket or other proof of travel, to the expense account settlement.
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| 4.3.7.2 | Direct billing may not be available if personal travel is combined with business travel.
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| 4.3.8 | Miscellaneous Ground Transportation |
| 4.3.8.1 | Direct billing for miscellaneous ground transportation is not an option.
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Copyright ©1997 Marshall University |