Under no circumstances should an employee select a higher price or longer duration flight on the basis of participation in one of these programs. Frequent traveler programs may be used by employees for seat upgrades. No more than this standard fare is reimbursable by the University regardless of the source of funds. Contact the Comptroller's office for the current rate. Per IRS regulations this rate includes the cost of gas, maintenance, insurance and wear and tear.
Reimbursable mileage is based upon the starting point of the trip or the campus, whichever is less.
If a private auto is used for a trip, the transportation expense should not exceed the comparable cost of airfare for the trip. The IRS does not consider these acceptable business expenses. The University will not reimburse individuals for the cost of such insurance nor for the cost of automobile repairs, break downs, tows or resultant meals and lodging that may be incurred when private vehicles are used for University business. The cost of a car rental is an allowable reimbursable expense provided that such an expense is essential to the business trip. The University will reimburse the traveler the cost of the vehicle rental, based on the invoice paid to the rental company.