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

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:

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 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.
  • Mileage Rates effective January 1, 2023
  • Mileage Rates effective July 1, 2022 through December 31, 2022
  • Mileage Rates effective January 1, 2022 through June 30, 2022
• 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.