**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 


                      UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE:  TRAVEL TRANSPORTATION ISSUES                POLICY: VI.B.3x


TRANSPORTATION DURING TRAVEL, whether by public transportation,
privately owned auto, state owned vehicle, or for hire conveyance,
shall be OVER THE MOST DIRECT PRACTICAL ROUTE.  Any deviations from
a direct route must be explained on the travel voucher and
reimbursement may be limited to costs using the most direct route.

When travel is by vehicle, the TOTAL travel expense reimbursement,
including meals and lodging, shall not exceed the cost of tourist
or coach class air fares.

See also Policy VI.B.9x, "Air Travel
Contract."   

MILEAGE RATES: PERSONALLY OWNED VEHICLES:  Reimbursement for the
use of personally owned vehicles will be allowed at the rate
established in the current Appropriations Act, which is 27 cents
per mile, when it is cost justified and/or a state-owned vehicle is
not available.

Reimbursement rates are reduced to $.13/mile for travel in excess
of 15,000 miles in one fiscal year.

PROSPECTIVE EMPLOYEES, CONSULTANTS, ETC. who originate their trip
outside the Charlottesville area may be reimbursed at the approved
state rate of 27 cents per mile.

OUT-OF-COUNTRY TRAVEL.  In using personal vehicles, for OUT-OF-
COUNTRY travel, the University will reimburse the actual cost of
operation of such a  vehicle. (Out-of-country travel is outside the
United States, its territories and possessions, Puerto Rico, and
Canada).  TRAVELERS SHOULD ENSURE THEIR INSURANCE IS IN FORCE IN
THE OUT-OF-COUNTRY LOCATION.  SEE ALSO "OUT-OF-COUNTRY" SECTION
PAGE 6.2.2.2.

COMMUTING TO AND FROM WORK for any reason is not considered travel
status mileage and is not reimbursable.

MOTOR POOL VEHICLES--See Policy VII.Q.4x, "Use
of Motor Pool
Vehicles."                                

TRANSPORTATION TO MEALS

Transportation between places of lodging (or business) and
restaurants during overnight travel are considered reimbursable as
part of the meals and incidental expense (M&IE) per diem, and are
not reimbursable separately.

VEHICLE RENTALS for travelers while on official University business
may be made through commercial rental agencies.  Either the
employee or one of the University's contracted travel agencies can
reserve the rental car. 

Travelers must use economy or compact type cars whenever renting a
vehicle for official business use.

In most cases, travelers use rental vehicles only after reaching
the travel destination.  Where applicable, the traveler should
conduct a cost/benefit analysis of using a rental car versus 
ground transportation.  The analysis should consider at least the
rental cost, surcharges, and cost of fuel.  

See also Procedure 6-25, "Preparation
of Reimbursement of Travel
Expenses."

Travelers should verify the proper government/corporate rate is
used, BOTH at the time of reservation AND at pick-up.  

When the vehicle is rented, the traveler may be required to
present:

      A valid driver's license,

      A valid University identification card, and

      A University American Express or a personal credit card (if  

      trip arranged on a credit basis).


Methods of payment include cash, personal credit cards, or the
American Express Travel Card.  University-issued traveler checks
are discouraged.

See also Policy VI.B.10x, "American Express
Travel Card."           

For rental vehicles, the University reimburses actual expenses
rather than mileage rates.  The traveler must include receipts for
both the rental car and gas with the travel expense reimbursement
voucher.  

      NOTE:  Refuel the rental vehicle before returning it.  The
      rental agency's refueling charges are excessive and MAY NOT
      BE REIMBURSABLE, unless properly justified for safety or time
      constraint reasons.  

VEHICLE RENTAL INSURANCE: The traveler ALSO SHOULD DECLINE any
additional insurance offered (liability (LDW) or collision (CDW))
by the rental firm on the rental contract for any rental/leased
vehicle within the continental United States, its territories or
possessions, and Canada.  Such insurance will not be reimbursed.  

      NOTE:  Consultants and non-State employees are not covered
      under the State's automobile self-insurance plan.  For these
      individuals, the University may reimburse car rental
      insurance.  However, the University will only reimburse
      liability damage waiver (LDW) and collision damage waiver
      (CDW) insurance. 

For vehicles rented outside the United States, its territories, or
possessions, or Canada, the traveler is REQUIRED to purchase the
local insurance on the rental contract.

The University protects all State-owned vehicles and certain leased
vehicles under the State's Risk Management Plan.  The authorized
driver is covered for liability arising out of and in the course of
employment while using an insured vehicle for state business. 
Short term (less that 30 days) leased vehicles are covered under
the Risk Management Plan as secondary over and above the primary
insurance or any other available insurance.  Personal vehicles used
for state business are covered under the Risk Management Plan as
secondary over and above the vehicle owner's insurance or any other
available insurance.

When the University is held responsible for vehicle damage, the
first $1000 of damage (the deductible) is allocated to the
traveler's department by the Department of Risk Management. 
HOWEVER, IF THE TRAVELER RENTED THE VEHICLE USING THEIR UNIVERSITY-
ISSUED AMERICAN EXPRESS TRAVEL CARD, AMERICAN EXPRESS WILL COVER
THE $1,000 DAMAGE DEDUCTIBLE.

ALL ACCIDENTS INVOLVING STATE VEHICLES OR RENTAL VEHICLES USED FOR
UNIVERSITY BUSINESS MUST BE REPORTED TO THE STATE POLICE, AMERICAN
EXPRESS, AND NATIONWIDE INSURANCE IMMEDIATELY, AND TO RISK
MANAGEMENT WITHIN 48 HOURS.  To summarize:

 Immediately contact the state police, American Express, and
 Nationwide Insurance.

 Contact the rental agency and complete their accident report.

 At the University, contact one's supervisor, and Risk Management
 according to the following schedule:


IMMEDIATE NOTIFICATION         WITHIN 48 HOURS

Nationwide Mutual              Department of Risk Management 
Insurance Company              Carruthers Hall
800 Graves Mill Road           Charlottesville, Virginia  22903
Lynchburg, VA  24705           (804) 924-3055
1-800-421-3535 (In State)      
1-800-446-0992 (Out of State)

American Express Travel Related
Service Company, Inc.
State Contract #: 90701-9
(Contract page 9 of 11)
Effective Date  : 8/1/93
1-800-848-0240

See also Policy VII.H.1x, "Insurance
Coverage."

See also Procedure 7-81, "Completing
Automobile Loss Notice 
(Acord 2)."

FOR TRIPS ORIGINATING IN THE CHARLOTTESVILLE AREA, University
travelers may use a rental vehicle to either their destinations or
to a regional airport under the following conditions:

 When a motor pool vehicle is not available as supported by a 
 written justification from the dispatcher (P&T Form 4), or

 When the travel is to a regional airport, and includes an
 overnight stay.

      NOTE:  In this case, reimbursing the use of a personal
      vehicle is preferred to using a rental vehicle.  A cost
      comparison or justification is suggested and should be
      attached.


PERMANENTLY ASSIGNED VEHICLES--see Policy VII.Q.1, "Parking and
Transportation Services."


PARKING AND TOLLS (bridge, tunnel, or turnpike) may be claimed on
the travel voucher.  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 voucher.  RECEIPTS ARE REQUIRED
IF THE REIMBURSEMENT CLAIM IS GREATER THAN $5 per item.

PUBLIC TRANSPORTATION.  Use wherever possible.  Public
transportation rates must not exceed tourist, coach class, or
international business class.  RETAIN ALL RECEIPTS FOR THE TRAVEL
VOUCHER.  FIRST CLASS ACCOMMODATIONS MUST NOT BE USED except in an
emergency or when there are no other accommodations available. 
When first class accommodations are used, full justification must
be stated on the travel voucher.  When possible, the Associate
Comptroller for Accounting Operations should approve such
arrangements in advance.  You may contact the Associate Comptroller
at 924-4294 or send information in writing to Associate
Comptroller, Accounting Operations, Carruthers Hall.

Unused airline or rail tickets belong to the University and must be
returned.

AIR TRAVEL may not exceed the rate for tourist, coach or
international business class.  Use the most direct and economical
route possible.  The traveler must return any unused tickets or
coupons to the travel agency or department.  The department
head/employee supervisor must certify all travel expenditures are
appropriate.  Travelers should purchase nonrefundable tickets ONLY
if the possibility of being rescheduled is minimal.  

TRAVEL PRIVILEGES/UNUSED TICKETS:  Any special privileges received
from University travel, i.e., frequent flyer coupons, reduced
rates, free services, free trips, free gifts, etc., or any unused
portions of air or rail tickets, belong to the University. These
special privileges/unused tickets should be reported to the
traveler's department and be used to reduce other appropriate
travel expenses.  Failure to report such privileges could result in
disciplinary action.

See also Policy I.A.2, "Reporting Fraudulent
Transactions."



PRIVATE OR CHARTERED AIR TRAVEL (except University air charter
service) with associated costs exceeding tourist or coach class
accommodations must receive prior written approval of the
University President.  Without prior approval, the University
reimbursement will be limited to the current cost of tourist or
coach air fare for all passengers, but not exceeding actual cost.

See also Policy VI.B.8x, "University Air Charter
Service."


MOVING AND RELOCATION EXPENSES.  The University can issue a
contract with a common carrier for a new employee's household goods
(Procedure 6-32).  OTHER THAN THIS
COMMON CARRIER CONTRACT,
HOWEVER, ALL OTHER AUTHORIZED MOVING-RELATED EXPENSES ARE REPAID TO
THE EMPLOYEE BY REIMBURSEMENT.  See also Procedure 6-25,
"Preparation of Reimbursement of Travel
Expenses."

Consequently, the following policies and procedures or other
requests DO NOT APPLY and CANNOT BE USED for the house hunting or
other moving-related expenses of new employees.

      The Air Travel Contract and the use of the "TAN" form (Policy
      VI.B.9 and Procedure 6-28), or

      The use of the University's motor pool (Policy VII.Q.4 and
      Procedures 7-50 and 7-52), or

      Having the University contract directly with the new
      employee's motel/hotel.

See also Policy VI.B.9, "Air Travel
Contract."


ISSUED BY:                                                 07/01/95
 
Associate Comptroller for
Accounting Operations         6.2.3.1