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Ground Transportation

Ground transportation includes all forms of non-air transportation, including car rentals, taxis, personal cars, trains, buses, etc.

This category also includes emergency repairs to university vehicles, tolls, and parking fees. 

General Guidelines

  • Travelers always choose the most economical mode of transportation.
  • If travelers choose to drive when flying commercially is more economical, the lesser of the two costs will be reimbursed.
  • Motorcycles are not permitted.

Rental Cars

  • When available, always take advantage of the UC agreements with Hertz, National, Enterprise, Dollar, and Thrifty.
  • Most car rental reservations should be made through AggieTravel.
  • Car rentals should be paid using a UC Travel Visa card.
  • Travelers are allowed to rent up-to Intermediate class of cars without exception.
    • Rentals of higher class cars require an exception to policy. When reconciling the expense in AggieTravel, indicate the car was upgraded and include a justification. The report will automatically route for exception review.
  • When using a UC agreement for rentals within the United States, never pay for Collision, Loss, or Supplemental Liability insurance, as those are included in our agreements and will not be reimbursed.
  • It is advised to always purchase additional insurance for rentals outside of the United States.
  • Additional services, such as fuel service options, pre-paid tolls, and GPS are allowed as needed.
  • Receipts are required for all car rentals–regardless of the amount.

Personal Cars

  • Reimbursement is based on mileage driven and the current IRS mileage rates, not actual expenses such as gasoline.
  • Personal insurance is required if driving your own car on UC business, see G-28 for specific limits.
  • Exact addresses are required in most cases, unless unattainable or withheld due to legitimate confidentiality reasons.
  • Only the driver may claim reimbursement for mileage.
  • For recurring trips, reimbursement claims must be filed at least monthly.

Taxis, Shuttles, and Public Transportation

  • Taxis, shuttles, public transportation, and ride share services (Lyft and Uber) are all allowed.
  • Reasonable tips and gratuity are permitted.
  • Limousine or car service is only permitted with appropriate business justification.
  • Receipts are required for any expense $75 or higher.

Parking and Tolls

  • Parking expenses are permitted.
  • Tolls are permitted.
  • Receipts are required for any expense $75 or higher.