Car, Insurance, Mileage and Other Transportation

 

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
  • 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
  • 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 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
      • 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 orgin and destination on mileage line item in ER

     * Mileage documentation is required regardless of cost.

 

Effective

Per Mile

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

 

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. 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 outside the state of Washington,  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 (make a link)
    • 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 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

 

Other Transportation

  • ZipCar offers discounts to U-pass holders; membership fees are not reimbursable. Use car rental line item.
  • Shuttle Express offers pickup and drop off at certain UW locations ( tips for transportation is reimbursable)
  • Taxi ( tips for transportation is reimbursable)
    • Town Car, Limo. Lyft, Uber, and Side Car should be listed on taxi line item.
  • train/rail (itinerary, 1st and business class approval required )
  • bus (ex. Metro, Light Rail, subway, 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 $1.31 / nautical mile based on NOAA Airways Charts
    • approval must be attached to ER in Ariba 

 

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