Car Rental

• compact, standard or full size cars are allowable; other class requires justification 
• for types of insurance see chart
• gas is reimbursable
  • if car rented previously on other ER or by other source add comment

Enterprise and National Car Rental Contract

• review Contract and Rates; effective October 18th,  2012 - October 18th, 2015.
• applicable to anyone on UW business
• enroll in complimentary membership with Emerald Club before first rental and enjoy many benefits
  • bypass counter and choose your own car
  • eReceipts for faster rental return 
  •  recognition with both National and Enterprise
  • enrollment is required for National; enroll now and go to reservation
  • reserve directly with Enterprise and use contract 45WA033 and WAS as company name if you prefer not to enroll
• compact, standard or full size cars are allowable; other class requires justification  
• decline Collision/Loss Damage Waiver (CDW/LDW) and Liability insurance - already included in contract
• decline all promotional rates and any other insurance; non-reimbursable
• contact: 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 orgin 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

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

     * Mileage documentation is required regardless of cost.

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.

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

Driving Instead of Flying

Since the most economical option must be selected, direct savings must be calculated, scanned, and attached to the ER in ARIBA.

Point-to-point mileage for a personal vehicle OR estimated cost of ground transportation and the value of the lowest available coach fare for the same trip multiply by the number of travelers on UW business as evidenced by a comparison itinerary, whichever is LESS may be reimbursed.

If destination is out of state, see methods of obtaining comparison itinerary prior to trip or alternative after purchase/trip .

Other Transportation

• ZipCar 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)
• Taxi ( tips for transportation is reimbursable)
• train/rail (itinerary, 1st and business class approval required )
• bus (ex. Metro, Light Rail, BART)
• shuttles (including tips)
• motorcycle ($.305 / mile) 
• 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
• contact Purchasing for charter aircraft (including fixed wing and helicopters)
• 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 $1.07 / nautical mile based on NOAA Airways Charts
  • approval must be submitted to Travel Box 359557 prior to the trip