An additional one cent per mile can be reimbursed to an employee for transporting two or more passengers in addition to the driver in a privately owned vehicle, provided the passengers are also engaged in UW business. The names of employee passengers must be listed on the TER of the driver when seeking reimbursement in excess of the standard reimbursement rate. Charges for repairs, tow service, locksmith services, jump starts, lubrication, traffic citations, parking tickets, etc. are the employee's responsibility and are not reimbursable. At the employee's request, reimbursement for gasoline cost in lieu of using the mileage rate will be allowed if receipts are provided and the total claim does not exceed the mileage rate that would have been allowed. Keep in mind that when one claims mileage, the beginning point to the destination must be the most cost effective for the University.
Whitewater is considered the head quarter city.
Therefore, if one lives in Milwaukee and goes to Racine on business, it would be most cost effective if one would leave from Milwaukee and go directly to Racine, rather than claim mileage from Whitewater to Racine and back to Whitewater. A rental vehicle may be used in situations where it is the most cost efficient means of transportation or when the efficient conduct of UW business precludes the use of other means of transportation. The vehicle rented should be reasonable in terms of size, cost, number of passengers and cargo to be transported. Claims for reimbursement of other than subcompact, compact or midsize models for reasons such as three or more passengers, bulky equipment, etc., must be documented in writing. The State of Wisconsin and the Big 10 have contracts with Alamo, Enterprise and National rental companies for discounted rates including insurance coverage.