14.15 Transportation

Policy Information

Purpose and Summary

This policy and procedure outline requirements and provide guidelines for transportation costs for employees, students, and Designated Campus Colleagues (DCCs) while traveling on University business.

Source

Arizona Revised Statues
State of Arizona Accounting Manual, Topic 50
Fly America Act

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international.

Definitions

1. Public Transportation: A travel system available for use by the public, typically managed on a schedule, operated on an established route, and charging an established fee for each trip, such as public or mass transit, including but not limited to subways, trains, or buses.
2. Private Transportation: A transportation service provider, generally privately owned such as taxis, Uber, Lyft, or other rideshare programs.

Policy

General

1. A clear and thoroughly documented university business purpose is required for all segments of the trip to describe how the University benefited from expenses incurred.
2. Under no circumstances shall expenses for personal travel be charged to, or temporarily funded by, the University. If transportation costs increase due to personal time, the traveler is responsible for the additional costs.  Travel expenses that include personal time must be paid using personal funds and be reimbursed by the University for the business-related portion of the trip. Reimbursement requires two (2) cost comparisons obtained at the time of booking. Transportation costs are allowable only for the most direct and economical means to and from the traveler's destination.
3. Trips that include personal travel cannot be funded with the university's Purchasing Card.
4. Transportation expenses to and from an employee's residence and their duty post are considered a personal commuting expense and are unallowable with university funds.
5. Travelers who include personal time with university business travel must report such personal travel time as vacation time.

Parking and Ground Transportation

6. Mileage reimbursement is computed at 67 cents per mile based on the State of Arizona Accounting Manual at the most direct route between two points supported by official highway maps or odometer readings.
7. A traveler driving a privately-owned vehicle on University business must register with Risk Management, complete Defensive Driving Training, and meet University driver qualifications and licensure requirements. Refer to Fleet Safety Policy for details.
8. A traveler driving a privately-owned vehicle for University business may receive mileage reimbursement, OR may provide gasoline receipts for reimbursement, but may not receive reimbursement for both.
9. Airport parking will be reimbursed for the most economical daily/weekly rate for reasonable parking expenses incurred by the traveler. Recommended State of Arizona airport parking facilities include:
   1. Tucson:
      • 6448 and 6550 S Tucson Blvd, Tucson AZ, 520-294-9000
   2. Phoenix:
      • The Parking Spot (Company code: Stat1898)
      • 4040 E Van Buren St, Phoenix AZ, 602-286-9212
      • 3025 S 48th St, Phoenix AZ, 602-244-8888

Rental Vehicles

10. University-owned departmental and Motor Pool vehicles traveling in Mexico are covered by Mexican Auto Insurance. Documentation of Mexican insurance must be obtained from the Motor Pool in advance of the trip to facilitate border crossings. Personal vehicles traveling to Mexico are not insured by the University and are the full responsibility of the vehicle owner. Mexican insurance for commercial rental vehicles driven into Mexico must be arranged in advance with the vehicle rental agency.
11. Rental vehicles up to an intermediate size are allowable when it is advantageous to the University and not for the traveler's convenience or benefit. If a larger vehicle is required, a business justification must be documented.
12. Rental vehicle collision damage waiver (CDW) and excess liability insurance must be declined unless the traveler is on foreign travel status. Travelers must utilize the existing University rental company contracts, which include full insurance. Property damage to rental vehicles and liability for bodily injury or other property damage are covered by State of Arizona self-insurance. In the event of an accident, follow Risk Management policies and procedures. Do not accept responsibility or make payments for damages. Refer the rental agency or any injured parties to Risk Management. Accident claims involving rental vehicle damage, when a state rental contract is not used, may be subject to a deductible charged to the traveler's department.
13. Rental vehicle gasoline is allowed for the actual cost of the fuel with original receipts; however, mileage on a rental vehicle may not be claimed.  Convenience add-ons such as Prepaid Fuel Service or Emergency Road Service are considered unallowable expenses if there is no valid UA business purpose.

Commercial Airlines

14. Reimbursement for airline travel is limited to the cost of the most direct and economical route, ensuring minimal expense to the university.
15. Economy-class fare, or carrier equivalent, airline tickets are generally considered the most economical option. Travelers should select airfare that is both economical and Reasonable. Comfort-based upgrades for air travel are not permitted with university funds. See 9.10 General Expenditure Policy.
16. An itemized receipt showing the passenger’s name, flights, flight dates, and class of service is required. The university will only reimburse travelers for out-of-pocket expenses.
17. Non-economy fare is allowed only when the traveler has a documented medical need on file with the Disability Resource Center (DRC) that requires an upgrade.  In all other instances, the following applies to single flights (individual legs or segments):
    1. Single flights under six hours: Employees may only select the economy class or main cabin category that allows seat selection without upgrades (the most direct and economical option).
    2. Single flights between six and 10 hours: Employees may upgrade to economy plus or equivalent categories (e.g., extra legroom, preferred seating).
    3. Single flights over 10 hours: Employees may upgrade to business class with written approval from their college dean or division senior leader. The written approval must document the business purpose for the upgrade. Senior leaders must receive approval from their immediate supervisor.
    4. Additional considerations: When requesting an upgrade for flights of six hours or longer, additional travel logistics may be required, such as booking individual segments at different class categories.
18. If a traveler prefers a higher class of airfare, the excess cost will be considered a personal expense and is not reimbursable. To calculate the reimbursable portion, the traveler should submit documentation from the time of booking that shows the lowest economy class airfare using the most direct route that would have met the traveler’s scheduling needs and the business purpose of the trip. The traveler should pay for a higher class airfare with personal funds and seek reimbursement for only the business portion/economy class fare when filing an expense report after completion of the trip.
19. The use of personal frequent flyer miles, points, or vouchers for university business travel should not be claimed by the traveler as a reimbursable expense.
20. Use of federal or sponsored funds must always comply with both university and sponsor specific policy.
21. When federally sponsored funds will be utilized for travel, refer to the Research & Partnerships for consideration of the "Fly America Act," which requires travelers to use U.S. flag carriers regardless of costs or convenience.

Chartered or Private Airplanes

22. A traveler may not pilot personal or leased aircraft.
23. Chartered aircraft travel is allowed providing common carrier is not the most economical, it meets the business need, or it is in the best interest of the University. The Department senior leadership determines if such travel is justified and in the best interest of the University. Chartered air service may be obtained only by completing a Requisition, and only from a FAA licensed commercial flight operator. Refer to Purchasing Policy 6.7 Travel and Charter Service for further details.

Reporting Accidents

24. Risk Management has established online systems for reporting of all claims for property damage, public liability and workers' compensation involving the University, its property, and employees. Accidents and injuries occurring while on University business must be reported to Risk Management.
25. If a traveler is involved in an accident that results in damage to University property, damage to property of others, bodily injury, or some other form of damage to an individual or organization, report the situation immediately to Risk Management.

Procedures

1. University employees are required to utilize existing contracts for vehicle rentals. Discounted pricing that includes insurance coverage is available from Enterprise/National, Avis/Budget and Hertz and varies depending on location, date and time of arrival/return and vehicle type. Contact a Purchasing Buyer for additional information.
2. Motor Pool vehicles are available at a reasonable cost and drivers must meet University Fleet Safety Policy minimum age and experience requirements. Motor Pool vehicles may be taken into Mexico with prior authorization and proper insurance. When comparing rates of Motor Pool to a rental vehicle, the cost of gasoline and insurance are inclusive, and taxes are not applicable on the Motor Pool vehicle.
3. Navigate to the Travel Expense Report and prepare a record of expenses incurred while conducting University business. Refer to 14.16 Preparing a Travel Expense Report for procedures on completing the Travel Expense Report.
4. Mileage reimbursements require either a Travel Expense Report or a Travel Mileage Log maintained by the traveler when a personal vehicle is used. The traveler must provide a mileage log documenting business mileage and attach it to the Disbursement Voucher in UAccess Financials, using object code 6140 for in-state mileage.
5. Public transportation costs do not require receipts and may be documented on the Travel Expense Report.
6. When personal travel is combined with business travel, the traveler must obtain two flight comparisons at the time of booking. These comparisons should be from a comparable airline and reflect dates corresponding to the business portion of the trip. The traveler must submit the comparisons to the departmental business office. Reimbursement will be based on the lower of the two fares to ensure the most direct and economical transportation is utilized.
7. If the traveler is being dropped off at the airport, parking is not reimbursable. When the traveler is picked up at the airport, one hour of parking may be reimbursed.
8. When a traveler incurs two round trips to the airport—once for drop-off and once for pick-up—reimbursement is allowed for the total mileage between the airport and their place of residence.
9. University business travel to and from the airport during business hours (8:00 a.m. – 5:00 p.m., Monday through Friday) will be reimbursed at 67 cents per mile, based on round-trip mileage from the traveler's duty post (e.g., 20 miles from Tucson Main Campus). If travel begins outside of business hours, on holidays, or weekends, reimbursement will be based on total mileage between the traveler's place of residence and the airport.
10. While traveling abroad, contact University International Emergency Support to obtain assistance.
11. Navigate to UAccess Financials to initiate a Disbursement Voucher (DV). Attach the receipts and supporting documentation to Accounts Payable. Reimbursements submitted within 90 days of the travel end date are considered qualified (i.e., tax-free). Receipts submitted after 90 days will be treated as taxable income under the University Accountable Plan.
12. For long term travel requirements, refer to 14.10 Travel Authorization for special considerations. Travel exceeding 365 days is considered a relocation; refer to 9.14 Relocation Policy for Employees.

Frequently Asked Questions

1. What are the receipt requirements for public transportation vs. private transportation?
   Public transportation includes scheduled transportation at a set price published by the provider and no receipts are required. Private transportation such as taxis, Ubers, Lifts, or ride share program provide receipts and must be supplied to the university to substantiate the expense.
    
2. Why does the employee have to sign or approve a reimbursement?
   University policy requires employees to authorize reimbursement of expenses and certify the reimbursement is a bona fide University expenditure and has not been reimbursed by another entity or paid with the University PCard, and documents understanding that reimbursed item(s) remain the property of the University.
    
3. If a traveler prefers to drive to the conference instead of flying, what is the best business practice?
   The traveler must obtain pre-approval from their supervisor and collaborate with the business office to provide cost comparisons between airfare and mileage to the business destination. Reimbursement will be based on the lower of the two: mileage calculated using the most direct route or the cost of economy-class airfare booked in advance
    
4. When personal travel is combined with business travel, how should this be handled?
   At the time of booking, travelers should obtain two cost comparisons for the business portion of the trip from comparable airlines (e.g., Southwest, American, United, or Expedia). These comparisons, along with the purchased airline receipt, must be submitted as supporting documentation. Reimbursement will be based on the lesser of the two comparison fares, ensuring the most economical transportation is used for the business travel dates.
    
5. Can a traveler be reimbursed for mileage if they borrowed the vehicle?
   The mileage reimbursement rate established by the State of Arizona applies only to vehicles owned by the driver. Therefore, mileage is not reimbursable for vehicles not owned by the traveler. In such cases, the employee may submit gas receipts for reimbursement, provided the vehicle meets University standards and insurance requirements.
    
6. How should my department handle frequent flyer awards, rebates, or hotel discounts for future travel?
   Benefits earned through University business travel should, when applicable, be used for future University business travel at no cost to the University. Many travel reward programs issue benefits in the name of the traveler and are not transferable to the University. Therefore, business offices should make reasonable efforts to encourage travelers to apply these benefits to future University travel, while balancing the administrative burden of tracking and enforcement against potential cost savings. Note that the use of such rewards is not reimbursable to the employee, as no personal expense was incurred
    
7. Can a department pay for commuting expenses on behalf of an employee?
   No, the terms of employment and costs associated with performing their job duties should be negotiated within the employment contract/offer letter.
    
8. When is it appropriate to use a shuttle service?
   Travelers should conduct appropriate research with the hotel accommodations to determine if a free shuttle service is available prior to arranging taxi or ride share service.
    
9. Will the University reimburse wait times or cleaning fees on an Uber or Lift receipt?
   Reasonable wait times determined by the department business office are an allowable reimbursement, considering the traveler may run late from a business meeting or conference call. Cleaning fees for a ride share vehicle are unallowable unless a compelling business purpose is provided.
    
10. What is the best practice for handling flight/hotel cancellations and change fees?
    If the traveler is unable to honor a reservation, they are responsible for cancelling in compliance with the terms of the airline/hotel. The traveler must return any refundable deposits and transfer unused tickets to the University department. Costs associated with failure to cancel reservations will not be reimbursed unless the traveler provides the circumstances that were beyond their control. Change fees may be reimbursed if documentation is provided with a University business purpose.
     
11. What are considered non-reimbursable expenses while on travel?
    Examples of non-reimbursable expenses include any expense incurred by the traveler that is personal in nature and not for the primary benefit of the University. Examples may include, but are not limited to the following:
    • Excessive baggage costs without a University business purpose
    • Valet parking for the convenience of the traveler
    • Overweight baggage containing personal items
    • Personal flight insurance (e.g., loss of baggage, flight delay)
    • Tips to baggage porters, maids and service personnel, as these are inclusive of meal and incidental reimbursements
    • Prepaid gasoline for the convenience of the employee, related to the use of a rental vehicle
    • Expenses incurred to conduct personal business, for personal preference or convenience
12. Does a traveler need to attach a copy of their medical records or a doctor’s note to justify medical needs that support a non-coach fare?
    No, travelers do not need to attach medical records or a doctor’s note to the travel transaction. Instead, travelers should work with the Disability Resource Center (DRC) to obtain the necessary accommodation. In the transaction, the traveler should state that the fare upgrade is based on medical needs and that approval was obtained from the DRC. The traveler is responsible for retaining documentation to justify the upgrade, but this documentation remains with the DRC and traveler and is not submitted with the travel request.
13. What actions should employees or business offices take regarding travel rewards or vouchers earned using university funds?
    Employees should utilize frequent flyer miles, points, or vouchers gained during university business travel for university-related purposes. Additionally, rewards obtained through university travel should be used for future university business travel.

Related Information

9.10 General Expenditure Policy
9.18 Small Dollar/Direct Purchase Procedures
14.12 Accountable Plan
14.16 Preparing a Travel Expense Report
Business Purpose Guide
Contracting with hotels
Fleet Safety Policy
Purchasing Policies Manual
Motor Pool
Research & Partnerships
Risk Management
State of Arizona Vehicle Rental
Travel Expense Report

* Please note that sections titled Frequently Asked Questions and Related Information are provided solely for the convenience of users and are not part of the official University policy.