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Ground Transportation

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

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.

Car Rentals


  • Use AggieTravel to reserve rental cars.
  • Use one of the UC car rental agreements whenever possible.
  • Use your Travel card to pay for rental cars, especially when renting in Alaska, Hawaii, U.S. possessions (OCONUS) and foreign countries because insurance is included. If you do not have a Travel card, you may claim reimbursement for insurance costs on OCONUS and foreign rental cars. 
  • The traveler is responsible for obtaining the best available rate commensurate with the requirements of the trip.

Travelers may rent up to an intermediate size car. 

Upgrade Process

If a larger than an intermediate size vehicle is needed, at the time of travel report reconciliation in AggieTravel, and entering the car rental expense to the report:

  1. In the Class of Service (Auto) field, select option #3. Upgraded Service
  2. In the Comments field, enter a business justification for the upgraded vehicle request.
  3. The AggieTravel report will automatically route for exception approval.

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  • If the justification is missing or insufficient the expense may be non-reimbursable.
  • A detailed receipt is required for reimbursement.
  • Best Practices (PDF)

Mileage Reimbursement

  • Reimbursement is based on mileage driven and the current IRS mileage rates, not actual expenses such as gasoline.
  • Personal Car must be set up in AggieTravel
  • 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.

Please review the Remote Work Guidelines for guidance on the appropriate starting address. 

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.