USI » Business Office » Travel » Reimbursable Expenses

Reimbursable Expenses

Transportation
The mode of transportation is to be specified on the Travel Authorization prior to approval.

Transportation may be by university-owned vehicle, personal automobile or public transportation.

Whenever available, university vehicles are to be used for in-state and local travel in preference to other travel modes. Reservations are tentative until confirmed by the traveler 24 hours prior to departure. When there are competing requests for University vehicles, cost-effectiveness criteria determine priorities.

Accidents
Accidents or breakdowns leaving the traveler stranded are to be reported by telephone to the Physical Plant Office (812/464-1782). Accidents involving University vehicles are to be reported to the Safety and Security Office, using the Driver's Report of Accident, and the Automobile Accident or Loss.

Notice forms available at the Physical Plant Office.

For all off-campus accidents, call the applicable Law Enforcement Agency. If the particular agency does not respond, obtain the following information from the other driver(s):
* Name
* Address (number, city, and state)
* Driver's license number and issuing state
* Name of insurance company
* Description of other vehicle(s) and extent of damage
* Name and addresses of any witnesses that are not passengers (in any vehicle)

Automobile Transportation
Parking and toll charges will be reimbursed with proper receipts.

Parking at a public transportation terminal is limited to the long-term parking rate, with proper receipts.

The mileage rate for the use of a personal automobile is: $0.40 for every business mile.

Mileage reimbursement claimed for travel between cities and towns shall be based on the shortest usually traveled routes as verified by Automap software program or by Rand McNally Highway chart.

Odometer readings will be required if a traveler's mileage is in excess of the standard round-trip mileage.

Travel within a city or town should be listed separately from travel between cities and towns.

Persons who choose to drive long distances rather than fly should note the following:

Mileage reimbursement will not exceed the lowest airfare available thirty days before the departure date.

Airline Travel
All reservations for approved air travel are to be made by the staff in Travel Services. E-tickets will be purchased upon receipt of an approved Travel Authorization.

The reimbursable amount shall not exceed the lowest fare available 30 days prior to the business departure date.

Also, some airlines have adopted a new policy that requires the passenger to pay a $25 fee to check a second piece of luggage. The University considers this expense to be personal, and therefore, not eligible for reimbursement unless:

The business period of the trip is greater than one week
There are presentation/exhibition materials the traveler needs to transport

Any "Frequent Flyer" credits earned belong to the University

Railroad or Bus
Railroad or bus travel fares may be reimbursed, but not in excess of the cost of airfare available thirty days before the departure date.

Rental Car
Rental car cost is reimbursable for travel when suitable local transportation is not available or is more costly. A fully justified and approved request (approval from the section Vice President) for car rental must accompany the applicable Travel Authorization.

The University provides insurance on rented vehicles while a traveler is on approved University business. For this reason, no reimbursement will be made for collision and/or liability insurance purchased on a rented vehicle. At the time of rental, the traveler should note on the contract that the traveler is employed by the University of Southern Indiana.

If insurance policy numbers are needed, the traveler should contact the Procurement Department (812/464-1848).

Transportation to Terminals
Transportation costs between a traveler's home, or the University, and a terminal is a reimbursable expense. This may include taxi cab, public transportation, or mileage allowance for use of the traveler's personal vehicle.

The reimbursement for the use of the traveler's personal vehicle will be the lesser of:

Mileage for one round-trip from the traveler's home or work station (whichever is less) plus the long-term parking fee paid at the transportation terminal, or

Mileage for two round-trips from the traveler's home or work station (whichever is less) to the transportation terminal.

updated 3/6/2008 10:27:24 AM

8600 University Boulevard - Evansville, IN 47712-3596 - 812/464-8600

EMBOSSED USI LOGO