Anyone considering car rental while on University business must understand that even though traveling for a period of time, if there is access to shuttle service that would be less expensive than car rental, that form of transportation should be used. Any traveling done other than to and from the airport, to the conference site, or any other travel specifically related to the University is all that can be reimbursed.
Any personal travel is the expense of the traveler.
If car rental is selected, it is mandatory that a contract vendor be used. If a contract vendor is not used, the reimbursement will be at the contract rate or actual cost, whichever is less. A detailed memo should be generated showing that a comparison was in fact done and that car rental instead of public transportation resulted in a cost savings to the University.