Transportation

Travel may be achieved by plane, train, bus, taxi, private vehicle/aircraft, rented or state-owned automobile; whichever method serves the requirements of the university most economically and advantageously. Note: A price comparison is required  for claiming mileage on trips exceeding 800 miles roundtrip.

Roundtrip Mileage to XNA:

• Reimbursement is based on actual mileage from either the traveler's official workstation or residence, depending on whether the travel occurs during or outside of normal working hours. Google Maps via the ERP system is used for mileage calculations. 

Commercial Airfare: 

• Must follow the Fly America Act for federal funding. 

• Coach class fare is required.

• No business or first-class tickets may be purchased without written approval by the Travel Office prior to purchase. For flights approximately 8 hours in duration, fares up to business-class may be purchased without prior authorization if the department allows it. 

• Justification is needed for airline tickets purchased less than 14 days in advance. 

•  Basic flight insurance for tickets over $1,000 may be reimbursed, but no upgrades for personal comfort are allowed. 

Private Vehicle Use: 

• Reimbursement at $.52 per mile for official university business. 

• University assumes no responsibility for maintenance or operational costs of private vehicles. 

• Vicinity mileage should be recorded for each trip, using Workday's mileage calculator. 

Vehicle Rental: 

• Should be cost-effective compared to other options. 

• Mandatory use of state contracts with Enterprise/National and Hertz unless an exception is documented prior to travel event and booking. 

• Students driving must have their driving record reviewed by risk managment.