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.
If you need to charter a bus, please review the Charter Bus page first.
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
Process/Conditions:
- Use AggieExpense 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 AggieExpense, and entering the car rental expense to the report:
- In the Class of Service (Auto) field, select option #3. Upgraded Service
- In the Comments field, enter a business justification for the upgraded vehicle request.
- The AggieExpense report will automatically route for exception approval.
- 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.
- A Personal Car must be set up in AggieExpense
- 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.