11.4 Guidelines by Expense Type – Transportation

11.4.1 Commercial Airfare

Travelers should be mindful to keep costs low whenever possible. Tickets should be purchased through the university travel agency at least 14-21 days in advance of travel. However, travelers should try to balance the need for savings generated by advance purchase with the knowledge that travel arrangements cannot be changed without potential increased costs.

11.4.2 Sponsored Programs & Federal Funds

Additional restrictions apply when funding for flights is from sponsored programs. Prior to making flight reservations when the expected funding is from a grant, travelers must consult directly the information on sponsored programs and the specific senior grants administrator to understand all guidelines and restrictions. Violation of any restrictions of a grant may result in the disqualification of the expense and non-reimbursement. The Fly America Act requires that all travel funded by the U.S. government use a U.S. flag carrier or a carrier that is under the Open Skies Agreement to the final destination or to the furthest point possible. Refer to the Fly America Act for additional information. Further information can also be obtained by consulting the Office for Research.

11.4.3 Frequent Flyer, Club Membership, Upgrade Subscriptions, Baggage & Air Ticket Insurance

Traveling employees may retain frequent flyer program benefits earned on flights. Airline carrier incentives or personal frequent flyer programs should not be a determining factor in choosing a flight or airline carrier. However, an employee can apply their frequent flyer miles for upgrades after a ticket is purchased through Concur or the university-approved travel agency. The university does not reimburse travelers for tickets or upgrades purchased with frequent flyer miles or credit card award points. The university will also not pay dues for membership in airlines clubs or subscriptions for airline upgrades.

Standard weight baggage fees will be reimbursed by the university. Excessive baggage charges will only be reimbursed if the traveler is required to carry substantial business-related materials and/or equipment or if the traveler must take an extended business trip. Receipts are required for reimbursement for any baggage fees.

If an airline charges fees to pre-reserve seats in standard Coach/Economy class, those charges are reimbursable. Charges for upgraded or “extra leg room” seats are not reimbursable without prior approval. Insurance costs, such as trip or flight insurance, and baggage insurance, will not be reimbursed.

11.4.4 Private or Chartered Aircraft

Charter accommodations will be permitted in limited circumstances and require the prior approval of Risk Management.

11.4.5 Changed, Cancelled, Unused/Voided Airline Tickets

Any changes or cancellations must be made by calling or emailing the Travel Management Company. This also applies to all travel booked through Concur Online Travel or the travel agency. Additional charges resulting from flight changes due to circumstances beyond the employee or university’s control will be reimbursed. Proper documentation including justification, any differences in the airfare rate and associated change fees must be provided. Travelers who have any unused tickets or credits for canceled airfare must apply the open credit(s) toward the next business-related trip reservation. If a ticket is canceled, the traveler must check with the airline to verify the date by which re-scheduled business travel must be completed.

11.4.6 Air Travel Payment Procedures

Airfare and Amtrak train reservations booked through Concur or the university-approved travel agency are pre-paid by the university using a university-issued credit card. It is the preferred payment method. Itineraries should be attached to expense reports and must include the full flight itinerary including the name of the airline(s), travel dates, traveler name(s), flight information, and final cost of the flight purchased.

11.4.7 Exceptions

If policy exceptions are required due to unforeseen or unique circumstances, the Travel Policy Violation Approval Form should be completed. This form must be approved by a Chancellor-led unit’s business office or the Executive Vice President–Chief Financial Officer prior to submitting any travel-related expenses for reimbursement. The approvals will be determined on a case-by-case basis. The approved form must be attached to the traveler’s expense report.

When a more favorable price can be obtained for airfare by adding additional days to the trip, reasonable expenses for lodging and meals for the minimum necessary additional days may be reimbursed but the total cost of the reduced fare plus the additional days’ expenses must be lower than the lowest available airfare without the additional days of travel.

If the traveler is adding personal days to their business travel itinerary, an airfare quote for the actual business travel days from the travel agency must be attached to the expense report. If the actual airfare with personal days exceeds the business airfare quote, the employee is responsible for the difference. Trip reservations must still be made through Concur Online Travel or the Travel Management Company.

If a traveler chooses to drive rather than fly to a destination, mileage reimbursement, meals per diem, and lodging cannot exceed the lowest cost commercial coach airfare. Travelers should obtain an airfare quote with supporting documentation from Concur Online Travel or the Travel Management Company at the time the decision to drive is made, and this should be included with the expense report.

11.4.8 Bus/Rail Fares

Travelers can purchase tickets via the following options:

• Amtrak train: Concur or the university-approved travel agency

• Local rail: On their own, using personal funds

• Bus: On their own using personal funds

Rutgers will reimburse travelers for reasonable and appropriate baggage fees. Amtrak Business Class seats or Acela trains are acceptable, if the additional cost is reasonable, justifiable, and pre-approved in writing by the traveler’s business office. “Basic Economy” fares or “Saver” fares are not recommended due to the inflexibility of the tickets and commonly required add-on costs, such as baggage fees.

For local rail and bus tickets that are booked and paid for out-of-pocket, travelers must include supporting documentation to receive reimbursement, as follows:

• A receipt or detailed itinerary that includes all times of departure, class of service, fare basis, ticket or confirmation number, and cost of ticket;

• Proof of payment (a credit card statement alone is not sufficient); and

• Boarding passes when possible If policy exceptions are required due to unforeseen or unique circumstances, the Travel Policy Violation Approval Form should be completed. The approvals will be determined on a case-by-case basis. The approved form must be attached to the traveler’s expense report.

11.4.9 Car Rental Reservations

All rental car reservations must be made through Concur Online Travel or the Travel Management Company.

All rentals should be intermediate-size cars or smaller. When traveling in groups, employees should coordinate arrival times to reduce the number of cards needed. In such cases, the rental of the full size vehicle is allowed for three or more employees traveling together. Additional passengers and any upgrades require justification and must be clearly documented in the comment field of the expense report. An employee should rent the most economical, fuel-efficient option taking into account safety, number of passengers, associated luggage, and driving distance. Good business judgment should always prevail over car selection and any type of upgrading of vehicle class. An employee is expected to follow all safety and traffic rules, regulations, and laws as well as adhere to university policies while driving on business.

The university will reimburse car rental and refueling costs, tolls and parking supported by itemized receipts. Mileage related to the use of a rental car should not be expensed and will not be reimbursed. Travelers should refuel rental cars before returning them instead of purchasing fuel service options offered by the rental company.

11.4.10 Non-reimbursable Rental Car Costs

Non-reimbursable car rental expenses include but are not limited to the following list of items:

• GPS units, car seats, etc.

• Theft, loss, or damage to personal effects

• Traffic citations, parking tickets, and other cited violations

11.4.11 Authorized Rental Car Drivers

The driver information should be provided to the rental car agency when picking up the car, so any additional drivers can be listed on the rental contract. Any employee listed as a driver must carry a current, valid driver’s license.

11.4.12 Domestic Rentals – Insurance

The university’s preferred car rental supplier in Concur includes the required insurance coverage in the rental rate. For vehicle rental with non-contracted suppliers, travelers must purchase Loss Damage Waiver/Liability Insurance Supplement Coverage.

11.4.13 International Rentals – Insurance

For international car rentals not booked with our preferred car rental agencies in Concur, all insurance coverage must be purchased such as Loss Damage Waiver (LDW), Personal Accident Insurance (PAI) and Liability Insurance Supplement (LIS). For a minimum renting age with a valid driver’s license, visit University Procurement Services Travel.

11.4.14 Rental Car Accidents

Whenever a vehicle is rented for university purposes, the driver is required to elect the Collision Damage Waiver option, which will release the university and the driver from any financial responsibility for physical damages to the vehicle. In instances involving injuries or property damage to others, the driver's personal auto insurance policy may apply. Many rental companies also offer rental-related liability insurance.In case of an accident:

• If injuries are sustained, call 911 immediately

• Follow the rental car instructions

• Call the local police for an accident report

• Submit the accident report to the rental car agency

• Report the accident to Rutgers Risk Management and the employee’s manager

In case of an accident, travelers must notify the department of Risk Management & Insurance (within University Finance and Administration) and the Rutgers Office of General Counsel. Please be aware that travelers will need the following information to file a claim:

• Automobile rental agreement

• Copy of accident report filed

• Date and location of incident

• Vehicle damage description

• Injuries (if applicable)

• Additional passenger information

• Information on other vehicle (owner, operator, contact and address, license number, year, make, model, insurance company, license plate)

The department of Risk Management & Insurance will cover any deductibles associated with the employee's personal auto insurance policy, as well as any damage in excess of the policy, provided the employee was not driving recklessly or under the influence. In these cases, the employee is solely liable for all damage to the vehicles involved and/or personal injuries as a result. The employee will be solely responsible for all damage related to an unreported accident.

11.4.15 Rental Car Returns

The employee is required to refuel the rented vehicle prior to returning the vehicle at the end of the rental period. In addition, to avoid possible disputes, the employee should conduct a visual inspection with the rental agent when picking up and returning the vehicle.

11.4.16 Rental Car Payment Procedures and Receipt Requirements

Receipts for car rentals are required. The employee must provide the receipt from the car rental agency that provides the full itinerary, including the name of the car rental agency, travel dates, traveler name, final cost of the rental and payment method to attach to the expense report. Individuals requiring policy exceptions due to unforeseen circumstances are required to complete the Travel Policy Violation Approval Form. The approvals will be determined on a case-by-case basis. The approved form must be attached to the expense report.

11.4.17 Personal Car Usage Guidelines

Rutgers will reimburse a traveler who uses a personal car for Rutgers business purposes at the current IRS mileage rate.

• An employee is expected to follow all safety and traffic rules, regulations and laws as well as adhere to university policies while driving on business

• An employee is responsible for traffic citations, parking tickets or other cited violations while driving on business

• An employee is responsible for notifying police and insurance carrier in the event of an accident and file any claim with the insurance carrier

11.4.18 Mileage Calculations

The mileage for trips using a personal vehicle includes the total amount of miles from the place of departure to the ending destination less the “daily commute mileage”. Per the IRS, travelers are required to deduct the average daily commuter mileage which equals the miles from the residence to the main place of employment. The current mileage reimbursement rate per the IRS is intended to cover all operating costs including depreciation, repairs, gas, insurance, towage, etc. The current auto mileage rate is available online, alongside other Travel-Reporting Expenses. This mileage rate pertains to electric and hybrid-electric vehicles, as well as gasoline and diesel-powered vehicles. Fuel, oil, insurance premiums, repairs, or other costs presumed included in the mileage rate will not be reimbursed. Repairs to an employee’s personal car are not reimbursable.

If a traveler chooses to drive rather than fly to the destination, mileage reimbursement, meals per diem, and lodging cannot exceed the lowest cost of commercial coach airfare. Travelers should include an airfare quote from Concur or the travel agency at the time the decision to drive is made and should be included in the expense report. If driving is preferred, the cost of renting a vehicle should be considered if the reimbursement for miles driven is greater than the cost of renting a car.

11.4.19 Ground Transportation

hen traveling on university business, the most economical mode of transportation should always be used. The university will reimburse taxis, ride shares, bus, or shuttle services with an itemized receipt. Reimbursement may be requested for ground transportation from the traveler’s home or work site to the airport, bus, or train station. Before using these services, the traveler should determine that it is more economical compared to personal car usage with tolls and parking. If a car service is used, the traveler must review the university’s contracted car suppliers.

11.4.20 Parking, Tolls, Bridge, or Tunnel Fees

The university will reimburse parking, tolls, bridge or tunnel fees while on business, with an itemized receipt. Due to the increasing number of electronic toll booths in various states, receipts may not always be available but should be submitted whenever possible. When a receipt cannot be provided for tolls, it should be noted as such on the expense report. Travel to and from the employee’s residence to the place of business is treated as a commuting expense and is not reimbursable. The university will not reimburse parking citations, towing charges, or court costs that may result from parking violations

11.4.21 Combined Business and Personal Travel

Personal travel, stopovers, and vacations may be combined with business travel provided there is no additional cost to the university. When a personal stopover or vacation results in a higher cost to the university, the difference will be paid by the employee. This applies to all travel arrangements including air travel. Travel reservations should be booked by calling or emailing the travel agency who will charge the business portion to a university credit card and the balance to the traveler’s personal credit card.

11.4.22 Companion Travel

Companions (spouse, family, etc.) may travel with an employee at a personal cost. Booking air travel should be done by calling the travel agency. The travel agency can book tickets for all family members at the same time while charging the employee’s expenses to the university and the family to a personal credit card. Additional expenses resulting from family members traveling with the employee will not be reimbursed. The employee is required to keep all expenses separate for travel including airfare, ground transportation, meals, and lodging. Employees should make notations on receipts and in the expense report for adjustments made. Family member travel expenses should not be paid with the university credit card.