Automobile Travel Policy for Reimbursement

1. Rental Vehicle13777

A faculty or staff member may rent an automobile if a public carrier is not available, if rental is more economical, or if the rental will materially increase the efficient use of the traveler’s time. The use of a rental car must be for University business and not for the convenience of the individual. A rental contract or detailed receipt must be attached to the reimbursement form. The cost of rental should be limited to that of a compact or medium-sized car. Optional rental car expenses such as fuel service options or GPS will not be reimbursed unless the traveler documents the specific purpose of such expense.

The University’s fleet liability carrier offers physical damage coverage on rental cars used for University business and rented in TCU’s name. An explanation of insurance coverage options is available on the Risk Management Web site at www.saf.tcu.edu/car_rental_insurance.htm

2. Personal Vehicle (See also mileage reimbursement)

Reimbursement for the expense of using a personal vehicle for University travel will be limited to the authorized mileage rate in effect on the date of travel. Mileage reimbursement for use of a personal vehicle will be allowed to/from the individual’s home to/from the business travel destination for travel on unscheduled workdays (such as weekends). For travel during scheduled workdays, mileage reimbursement will be allowed to/from the individual’s TCU worksite to/from the business travel destination. If the traveler chooses to have someone drive them to/from the airport rather than parking at the airport, round trip mileage to/from the airport will be reimbursed when that mileage is submitted without any parking charges. However, the additional mileage reimbursement cannot exceed the cost that would have been incurred for airport parking for the trip using the lowest daily parking rate. The cost of purchasing toll passes will not be reimbursed unless the traveler documents the specific business purpose of such expense.
The vehicle owner must have public liability insurance in force with at least the minimum coverage required by Texas law. Any damage or loss to a personal vehicle used on University business is the responsibility of the owner. Private insurance coverage serves as primary policy for third party liability and physical damage to the vehicle. Vehicle owners are responsible for any deductible under the private auto policy. When commercial air transportation is available but the individual elects to drive a personal vehicle, the total mileage reimbursement for mileage and related expenses such as hotel parking may not exceed the cost of the most economical unrestricted coach fare available (at the time that advance air transportation would have been purchased) and related expenses such as taxis/airport shuttles, mileage to/from the airport, and airport parking using the lowest daily parking rate. Documentation of the cost of such air fare must be submitted with the reimbursement form.

3. Car Services/Taxis

If an individual has a business reason for utilizing a taxi or car service for travel to/from the airport, reimbursement for the cost of the car service/taxi cannot exceed the cost that would have been incurred for mileage to/from the airport and airport parking for the trip using the lowest daily parking rate. If such service is used, the cost of the service should be directly billed to TCU by the service provider rather than the individual employee directly paying the service provider/driver.

4. Mileage Reimbursement

Reimbursements for the expense of using a personal vehicle for University travel will be limited to the authorized mileage rate in effect on the date of travel. Mileage reimbursement is not allowed for commuting between the individual’s home and normal worksite on scheduled workdays. Mileage reimbursement for use of a personal vehicle will be allowed from/to the individual’s home to/from the airport or other travel destinations on unscheduled workdays (such as weekends). For travel during scheduled workdays, mileage reimbursement will be allowed from/to the individual’s TCU worksite to/from the airport or other business travel destination. The mileage reimbursement cannot exceed the actual number of miles driven to/from the airport, for example, if the individual’s home is closer to the airport than the individual’s TCU worksite. If the traveler chooses to have someone drive them to/from the airport rather than parking at the airport, round trip mileage to/from the airport will be reimbursed when that mileage is submitted without any parking charges. However, the additional mileage reimbursement cannot exceed the cost that would have been incurred for airport parking for the trip. If the traveler chooses to have someone drive them to/from the airport rather than parking at the airport, round trip mileage to/from the airport will be reimbursed when that mileage is submitted without any parking charges. However, the additional mileage reimbursement cannot exceed the cost that would have been incurred for airport parking for the trip.

When commercial air transportation is available but the individual elects to drive a personal vehicle, the total reimbursement for mileage and related expenses such as hotel parking may not exceed the cost of the most economical unrestricted coach fare available (at the time that advance air transportation would have been purchased) and related expenses such as taxis/airport shuttles, mileage to/from the airport, and airport parking.

Individuals must document the business purpose of the travel to support mileage reimbursements. The to/from destinations, as well as the date and number of miles traveled, must be documented for each individual mileage reimbursement claim.