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 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 the rental car and the gas to the lowest available coach fare, 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
• 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, 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 $1.07 / nautical mile based on NOAA Airways Charts
  • approval must be submitted to Travel Box 359557 prior to the trip