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To reimburse traveling expenses incurred when traveling on official university business.
Travelers on official business in-state, out-of-state and internationally regardless of the funding source.
Transportation expenses incurred while traveling on official university business may be reimbursed. Private vehicle mileage allowance may be reimbursable. Personal expenses, such as private vehicle repair and maintenance, are not reimbursable.
See the Transportation Services Handbook
Vehicle rental expenses may be reimbursed. Vehicles may be rented only when it is the most economical/efficient means of transportation. Receipts are required for vehicle rentals. Travelers should consider renting vehicles from the OSU Motor Pool Rental Information. Rental cars may be used in conjunction with travel by common carrier when use is reasonable and authorized in advance.
University travelers will rent compact or economy cars whenever possible. The rental of SUVs and luxury vehicles is not allowed. If you receive an upgrade because other vehicles are not available, have the rental car agency make a notation on the rental agreement that the vehicle rented was the only one available and that you paid the rate for the lower cost vehicle.
Employees are encouraged to use the State of Oregon car rental contract. See the PaCC web site for information relating to the rental contract agreement.
The State of Oregon contract with Enterprise Rent-a-Car includes insurance coverage. For this reason collision damage insurance (sometimes referred to as CDW or LDW), personal accident insurance (PAI), and liability insurance supplement (LIS) should be declined, and are not a reimbursable expense.
Employees not using the State of Oregon contract with Enterprise Rent-a-Car must purchase limited collision damage insurance to cover loss or damage to the vehicle. If a rented vehicle is damaged, and the OSU employee declined the CDW/LDW, the deductible doubles from $2,500 to $5,000 and Risk will only cover the amount in excess of that value. Personal accident insurance (PAI), and liability insurance supplement (LIS/SLI) should be declined, and are not a reimbursable expense.
While the University’s insurance will cover the cost of damage to a rental car, the person (or Department) renting the vehicle will be responsible for any applicable deductible.
The state’s automobile insurance coverage is valid only in the United States, its possessions, territories and Canada. If it is necessary for the traveler to have a rental vehicle in a foreign country (especially Mexico), he/she must contact Risk Management at OSU, and provide at least 2 weeks advance notice for them to arrange the insurance.
When a rented vehicle is damaged in an accident and CDW insurance has not been purchased, the rental agency may require payment of the deductible even when a third party is at fault. The employee should first explain that the university is self-insured through the State of Oregon, and the State Insurance Fund will cover damages up to the deductible amount.
If the rental agency still requires payment, the employee may charge the cost of damages to the OSU Travel Card Vehicle Program or to a personal credit card and file for reimbursement. The employee should notify the OSU Risk Management Office as soon as possible and provided related information.
The renter of a car has all normal and some special responsibilities after an accident. Most fall into two areas: data collection and accident reports. The individual should collect and record all pertinent data relating to the accident:
The driver should promptly report the accident to all concerned parties, including:
Failure to report may void all protection from the company’s insurance. The accident must be reported to the OSU Risk Management Office within 60 days to avoid loss of coverage. The OSU Risk Management Office will report the accident to the State of Oregon, Department of Administrative Services Risk Management Division (RMD).
The driver must keep a copy of all pertinent information and provide copies to the OSU Risk Management Office to assist in settling a claim. This includes all data collected, accident reports, repair estimates, and a receipt for any payment made.
When non-employees (seminar speakers, interviewees, etc) are invited to OSU and a car rental is anticipated, they are personally responsible for the costs. It must be made clear to the traveler that they ARE NOT COVERED by OSU/State Insurance, and they should check with their own insurance company to determine their rental vehicle coverage. Collision Damage Waiver (CDW or LDW) is reimbursable if purchased.
Travel including business trips in the vicinity of the official station may be authorized in advance subject to campus guidelines.
An employee carrying passengers while using a private vehicle for business travel must comply with campus rules regarding passengers.
Employees and agents may be authorized to use their privately owned vehicles for official business when it benefits the campus. Expense reimbursement is for use of the vehicle regardless of the number of passengers.
Mileage for the most direct, usually traveled route may be reimbursable at the current published OUS rate.
Use FASOM Manual Section 11.11: Supplement: Travel – Oregon Mileage Chart, TRA-Ex2: Mileage Chart for Cities Outside Oregon, or actual odometer readings. If the traveler does not claim mileage using the official OUS mileage chart, they must show exact odometer readings. Out-of-route miles must be justified. Mileage must be from official work station or their home, whichever is less. Travelers may not claim commute mileage from home to official work station as part of their mileage reimbursement request.
If the traveler needs to claim vicinity miles, show the vicinity miles as a separate line item for the location on the reimbursement request form.
Private vehicle mileage is reimbursed at the current published OUS rate in the FASOM Manual Section 11.11: Supplemental Travel – Oregon Mileage Chart. For those employees who must use their private vehicles daily in accordance with their official duties, use the Mileage Log for Privately Owned Vehicles to keep a record of your mileage.
Employees and agents authorized to use their private vehicles for official business are required to have personal automobile liability insurance to provide the primary coverage for any accidents involving that vehicle. State-provided automobile liability coverage will apply on a limited basis after the employee's primary coverage limits have been used. The state does not provide physical damage, uninsured motorist and personal injury protection for private vehicles.
State coverage does not apply when the vehicle is used outside the scope and course of employment, such as during vacation time taken in conjunction with a business trip.
For additional information, contact the campus risk coordinator.
See TRA 205-02: Rental Vehicles above
Transportation by common carrier is recommended when it is more appropriate and economical than travel by state or private vehicle. Fares may be reimbursed or billed to the department for travel.
Various shuttle companies in Corvallis make several trips per day to and from the Portland International Airport, and the Eugene Airport. This can be a very cost effective way of getting to and from the airport because it eliminates the need to pay mileage reimbursement and airport parking. See Business Affairs website for more information.
Scheduled or charter buses may be used. Charter buses are primarily used for team travel.
Trains can be used if justification is provided that it is the most suitable and economical mode of transportation. Coach accommodations should be booked whenever possible. When booking Amtrak tickets through a contracted travel agent, the agent may charge a $10 fee which is paid directly by OSU. A roomette is allowed when Pullman accommodations are needed. A bedroom is allowed if no roomette is available or if special accommodations are approved because of the trip’s nature or the traveler’s health.
The use of taxi service, shuttles, ferries and mass transit may be reimbursable. Airport bus service to and from terminals is also reimbursable.
TRA-Ex2: Mileage Chart for Cities Outside of Oregon – One-way Mileage Leaving from Corvallis
TRA-Ex3: Mileage Sheet for Privately Owned Vehicles
For miscellaneous places in the State of Oregon, see FASOM Section 11.11: Supplemental: Travel -- Oregon Mileage Chart.
The Oregon Department of Transportation Mileage Look-Up Chart for the State of Oregon
The Oregon Department of Transportation mileage calculation chart at TripCheck - Mileage Calculator.
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