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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 must 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 car agreements should be used when appropriate.

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.