OUS Financial Administration Standard Operating Manual (FASOM)

Section 11.03: Travel -- Transportation

The content of this policy is current, although it has not yet been transitioned to the new Fiscal Policy format.  This will be accomplished as time and resources permit.

A. General

Transportation expenses incurred while traveling on official business may be reimbursed. Personal expenses, such as private vehicle repair and maintenance, may not. The following expenses may be reimbursed or paid directly:

• Private-vehicle mileage allowance
• Common carrier fare
• Necessary fees for a taxi, limousine, airport bus or rental vehicle
• Parking and garage fees

B. Private Vehicles

[1] Authorization to Use Private Vehicle

Travel including business trips in the vicinity of the official station may be authorized in advance subject to campus guidelines.

[2] Passengers in Private Vehicles

An employee carrying passengers while using a private vehicle for business travel must comply with campus rules regarding passengers.

[3] Highway- and Local-Mileage Reimbursement

Mileage for the most direct, usually traveled route may be reimbursed.

[a] Highway mileage

Use standard mileage guides, odometer/tripometer readings, or online mapping tools (e.g., Mapquest.com). Explain substantial deviations from standard distances or usual routes. When a trip starts, or ends, at the employee's residence, use the shorter of the residence-to-destination and official-station-to-destination distances.

[b] Local mileage

Travel between work places and travel between lodging and restaurants for a traveler's sustenance, health and comfort may be reimbursed. Travel for personal reasons or entertainment may not be reimbursed.

[4] Private-Vehicle Mileage Allowance

Effective January 1, 2009, the mileage allowance for authorized use of a private vehicle on official business is 55 cents per mile. 

[5] Employee-Owned Vehicle

Travel may be authorized when it benefits the campus. Expense reimbursement is for use of the vehicle regardless of the number of passengers.

[6] State Insurance on Employee-Owned Vehicles

Employees and agents authorized to use their privately owned vehicles for official business are required to have personal automobile liability insurance to provide the primary coverage for any accidents involving that vehicle. State-provided automobile liability coverage will apply on a limited basis after the employee's primary coverage limits have been used. The state does not provide physical damage, uninsured motorist and personal injury protection for personal vehicles.

For additional information, contact the campus risk coordinator.

C. Common Carrier Fares

Transportation by common carrier is recommended when it is more appropriate and economical than travel by state or private vehicle. Common carriers are usually preferred for out-of-state travel. Actual cost is paid or reimbursed for airline, railroad and bus fares for travel.

[1] Railroads

Maximum fares on trains are regular first-class fares. A roomette is allowed when Pullman accommodations are needed. A bedroom is allowed if no roomette is available or if special accommodations are approved because of the trip's nature or the traveler's health.

[2] Bus Lines

Scheduled or charter buses may be used.

[3] Taxis, Limousines and Airport Buses

Taxi service is authorized between terminals, lodgings and work stations. Limousine and airport bus service to and from terminals is authorized.

[4] Airlines

The traveler should use the lowest cost, including all cost factors, flight that meets his or her needs. All domestic airline tickets should be purchased from the contract travel agency(ies) unless it can be documented that a ticket can be purchased for a lesser amount from another vendor.

[5] City-Pair Airfares

The State of Oregon has contracts with various airlines for unrestricted fares.  In order to purchase airline tickets through the City-Pair program, the purchase must be made through the State of Oregon's contract travel agency or with a travel agency under contract with the university and registered with the City-Pair program airlines.

[6] Travel Awards and Frequent Flyer Mileage

All employees are required to travel using routes, schedules and airlines that provide the lowest rates and most efficient travel. Because the cost of record-keeping outweighs any monetary benefit, OUS will not recapture airline bonuses awarded employees for frequent flyer miles. Frequent flyer bonuses may be used by employees as they choose unless the terms of a grant or contract require otherwise.

[7] Payment in Lieu of Air Travel

When air travel is appropriate for out-of-state travel, an employee may request in advance to travel by private vehicle in order to combine vacation with official travel. In such a case, an employee may be reimbursed for the following costs associated with air travel between his or her official station and destination:

• The cost of round-trip commercial air fare that would have been incurred. The contract travel agency provides air fare quotes.
• Private vehicle mileage to and from the air terminal that would normally be used for departure.
• Lodging, meal and incidental expenses that the employee would normally incur with air travel

[8] Split Billings

When OUS is paying only a portion of an airline ticket, the travel agency splits the bill. This can occur because the employee is combining business and personal travel, because of budgetary constraints, or because a third party is paying a portion of the cost. OUS is charged its appropriate portion and the traveler or third party is billed the balance. The travel agency may charge an additional fee for split billings. If the split billing is due to combined personal travel or due to budgetary constraints, the additional fee must be paid by the traveler.

D. Vehicle Rental

Vehicle rental expenses may be reimbursed. A car, boat, aircraft or other vehicle may be rented when it is the most economical/efficient means of transportation. Receipts are required for vehicle rentals. Rental cars may be used in conjunction with travel by common carrier when use is reasonable and authorized in advance. OUS personnel will normally rent compact or economy vehicles. Each university will establish its own standard as to when vehicles other than compact or economy (such as "green" class) may be rented. Campuses may have established credit cards or contracts with major vehicle rental companies. These credit cards can be used for direct billing of rental charges. Employees are also encouraged to use their corporate travel cards when renting vehicles because of the primary Collision Damage Waiver (CDW) coverage provided.

[1] State Insurance on Rented Vehicles

The state provides coverage for rental vehicles if they are to be used exclusively for official business. A certificate of insurance may be obtained from Risk Management Division, Department of Administrative Services, if required by an auto rental company in the U.S. or the Canadian authorities. At the time of rental the employee or agent should purchase the Limited Damage Waiver (LDW), also known as CDW, if it is available, unless one of the two following methods is used for the vehicle rental (as these two methods already provide LDW coverage):

• renting with the corporate credit card, and
• renting under the state's contract with Enterprise rent-a-car (reference the OUS rate code established with Enterprise).

The cost for the LDW is reimbursable.

If the employee or agent plans to travel outside the United States, its territories and possessions, and Canada, the department should contact the campus risk coordinator for help in obtaining the appropriate coverage.

If a rental vehicle is to be used for a mix of personal and business purposes, neither the state nor the corporate credit card provides any coverage and a certificate of insurance will not be issued. The employee's or agent's coverage applies.  The employee or agent will want to check with their insurance agent to ensure that their coverage extends to mixed business and personal usage.

[2] Responsibilities After an Accident

The renter of a vehicle involved in an accident is responsible for immediately reporting the accident to his or her campus.

E. Loaned Vehicles

Use of loaned vehicles may be authorized when it benefits the campus. Expense reimbursement is for use of the vehicle regardless of the number of passengers. Some companies may lend vehicles to campuses, departments or individuals for specified purposes. The operator is reimbursed for actual out-of-pocket expenses arising from using the vehicle for official business.

[1] State Insurance on Loaned Vehicles

The state provides coverage for loaned vehicles if the campus has agreed in writing to accept responsibility for any liability or damage to the vehicle. The loaned vehicle must be used for official business.

For additional information, including the loan agreement form, contact the campus risk coordinator.

F. State-Owned Vehicles

Campus and state motor pool vehicles may be used for official state business only. Use of a state vehicle is not authorized when costs are charged to Agency Funds, except for use by Campus Organizations or for other legitimate state business purposes as approved by authorized campus personnel. The department that authorizes a state vehicle's use is financially accountable for damages and all costs resulting from violations of policies relating to state vehicle use.

[1] Private Use Prohibited

Using a state-owned vehicle for private purposes or allowing another person to do so is prohibited (ORS 283.385) and punishable, upon conviction, by a fine (ORS 283.990).

[2] Vehicle Safety Including Authorized Drivers

Campus rules apply subject to guidelines established by OAR 580-40-030.

[3] Overnight Parking at Employee's Residence

A state vehicle may be kept overnight at an employee's residence when doing so is approved in advance by authorized campus personnel.

[4] Gasoline Purchase

Gasoline is generally available at state motor pools and designated dealerships by credit card.

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Note: This electronic document supersedes all previous versions and is subject to change.
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Last Updated: 01/07/09