Car Rental

  • compact, standard or full size cars are allowable; other class requires justification
    • if intermediate size is smaller please select compact size on ER
  • for types of insurance see chart
  • purchase third party motor coverage (liability insurance) for all foreign locations.

  • IMPORTANT: all additional drivers must be on UW business or entire car rental is not reimbursable. 

  • if personal time is included be sure to prorate car rental ( will only reimburse for business days)
  • GPS is reimbursable as of July 1st, 2014
  • all additional drivers must be on UW business and listed on car rental agreement
  • gas is reimbursable
    • if car rented previously on other ER or by other source add comment
  • Attach final car rental agreement/receipt with required details that show
    • Name of driver/additional drivers
    • Car class charged
    • Dates of pick up and drop off
    • Itemized charges
    • Types of insurance accepted and declined, if available
    • Proof of payment

 

Enterprise and National Car Rental Contract

  • Available to anyone conducting UW business, not available for personal travel.  All additional drivers must be on UW business, or the entire car rental expense will not be reimbursable.
     

  • Review the Contract Benefits and Rates.  Currently effective until October 18th, 2017.
     

  • Make reservations directly with Enterprise.  
    Enter 45WA033 in the Promotion/Account Code field, and on the next page it should display "WAS UNIV OF WASHINGTON".

    Make reservations directly with National.  
    Enter 45WA033 in the Contract ID field, and on the next page it should display "You are travelling on your WAS UNIV OF WASHINGTON contact".
     

  • Consider enrolling in the Emerald Club, which is recognized by both Enterprise and National.  Allows the traveler to bypass the counter, choose their own car, return rentals faster, and receive eReceipts.
     

  • All car sizes up to Full Size are reimbursable.  All other car classes, including vans, trucks, and SUVs, may only be reimbursed with a justification stating the business or safety need.
     

  • For the U.S., Puerto Rico, & District of Columbia, decline the Collision Damage Waiver (CDW), Loss Damage Waiver (LDW), and Liability Insurance (all three are included in the contract)
     

  • For all other locations, accept the Collision Damage Waiver (CDW), Loss Damage Waiver (LDW), and Liability Insurance (state contract does not include these for International locations)
     

  • Follow the directions above and decline all other types of insurance, as they are not reimbursable.
     

  • Concerns or questions regarding the state contract may be sent to Sandy Svoboda (425) 917-7559 (sandra.l.svoboda@ehi.com).

UW Fleet Services  

  • offers rentals originating in the Seattle area for authorized  drivers/passengers; a UW netID and UW budget number are required
  • UCAR offers short term rentals; a UW netID and UW budget number are required 

Privately Owned Vehicle (POV) Mileage Rate

Reimbursement is based on applicable mileage rate which includes cost of gas, wear/tear on personal car and recorded as:

  • point-to-point (driving to one destination using most direct route)
    • provide results from Mapquest or similar source  in form of pdf attachment or details including source in comments section ( do not just add url) and submit with reimbursement  OR
    • add comment to ER  "from UW travel website selected mileage log "see mileage for selected locations 
    • be sure to include origin and destination on mileage line item in ER ( if combining multiple trips use starting point and ending point and attach spreadsheet listing each location)
    • if origin destination is in same city be more specific
      • exception for research subjects and travelers not allowed to share address due to privacy laws.

                                              

  • vicinity (driving to several destinations)
    • use odometer reading and submit mileage log with reimbursement
    • be sure to include origin and destination on mileage line item in ER

     * Mileage documentation is required regardless of cost.

 

Effective

Per Mile
1/1/2016

$.54 

1/1/2015

$.575

1/1/2014

$.56

1/1/2013

$.565

1/1/2012

$.51

1/1/2011

$.51

1/1/2010

$.50

1/1/2009

$.55

  * car shipment should be based on mileage from constructive highway miles for most direct route; use Mapquest

 

Driving To / From Airport or Other Work Locations other than Official Duty Station

  • mileage reimbursement is allowable between work locations when assignment is at another location in addition to official duty station
  • mileage from residence is allowed when traveling to work destinations other than official duty station on a non-scheduled work day or residence is the shortest distance.

  • round trip mileage reimbursement to/from duty station and to/from airport is allowable when a third party drives:

    • example: Seattle campus to SeaTac airport is approximately 20 miles one-way; forty miles (round trip) is allowable if a third party drives. Please be sure to add comment stating third party mileage.

Driving Instead of Flying

Since the most economical option must be selected, direct savings must be calculated if traveling to a destination not within same state, evidence must be scanned, and attached to the ER in ARIBA.

         If driving a personal vehicle:

  • Compare the point to point mileage to the estimated cost of the lowest available coach fare, as evidenced by a comparison itinerary
    • If applicable the estimated cost of ground transportation can be added to this.
    • Airfare and ground transportation estimate can be multiplied by the number of individuals being transported in the vehicle
    • Reimbursement is based on the cheaper of the two

 

If Renting a Car:

  • Compare the cost of car rental and gas to the lowest available coach airfare, as evidenced by a comparison itinerary
  • Reimbursement is based on cheaper of two

 

            If Riding a Train: 

  • Compare the cost train to the lowest available coach airfare, as evidenced by a comparison itinerary
  • Reimbursement is based on cheaper of two

 

           If Riding a Public Transportation/Bus (Bolt, Greyhound, etc...):

  • Compare the cost of bus to the lowest available coach airfare, as evidenced by a comparison itinerary
  • Reimbursement is based on cheaper of two

 

Daily Commute

Transportation expense between official residence and official duty station or teleworking site is a personal obligation regardless whether or not it's a normal scheduled work day.

 

More Types of Transportation

  • UCar through Fleet Services offers discounts to U-pass holders; membership fees are not reimbursable.
  • Shuttle Express offers pickup and drop off at certain UW locations ( tips for transportation is reimbursable)
  • Car2go is considered car rental and holds same requirements. 
  • car Service ( tips for transportation is reimbursable)
    • Taxi, Cab, Town Car, Limo. Lyft, Uber, and Side Car should be listed on car service line item.
  • train/rail (itinerary, 1st and business class approval required )
  • public transportation (ex. Bus,Subway,Metro, Light Rail, BART)​
    • note transportation pass (ex. Orca car or Metro pass) is not reimbursable but individual business related rides are. 
    • use public transportation line item for Grey Hound and Bolt Bus as they do not have class selection.
  • shuttles (including tips)
    • ex. Shuttle Express, Super Shuttle
  • motorcycle ($.51 / mile) * use other ground line item and be sure to show your work
  • sky caps, porters, or cart rentals for equipment or luggage related to UW business.
  • trailer or camper reimbursed at actual cost of space rental (as evidenced by a receipt) up to daily maximum lodging allowance; rental or lease of trailer or camper is not reimbursable
  • bus charters
  • bridge and ferry tolls (tolls associated with commute  is personal responsibility and is not reimbursable).
    • Tolls associated with University business may use the Procurement card to Pay by Mail or request reimbursement.
    • Existing Good to Go pass customers may use a printout of their online statement as a receipt.
    • New Good to Go pass is not reimbursable due to possibility for personal use.
    • FAQS
    • 405 Toll is not reimbursable
  • contact Purchasing for charter aircraft (including fixed wing and helicopters)
  • boat gas and moorage is reimbursable when commercial non-air carriers are not available or economical.
  • piloted aircraft (rented or privately owned) must be authorized in advance by Washington State Department of Transportation Aeronautics Commission and Purchasing
    • mileage is reimbursed at $1.17 / nautical mile based on NOAA Airways Charts
    • approval must be attached to ER in Ariba