Accounts Payable

Travel Manual

Updated January 2007

TRAVEL MANUAL

5.14.0 — Transportation: Private, State, and Commercial Vehicle

5.14.1 Mileage Rates: Private Vehicles

Insurance and Safety Requirements

• Before using a privately owned vehicle on official business, an employee must have an approved Authorization To Use Privately owned Vehicles on State Business (Form Std. 261) on file with the supervisor empowered to authorize the use of privately owned vehicles
  
  
• The form must be updated and initialed by the employee not less than annually

This form is a certification by the employee of the following:

Covered by liability insurance for the following amounts:

• $15,000 per personal injury to, or death of, one person
• $30,000 for personal injury to two or more persons in one accident
• $5,000 for property damage

The vehicle to be used is:

• Adequate for the work to be performed
• Equipped with seat belts in operating condition
• In safe mechanical condition as required by law

Use Requirements

• All of the following must be satisfied as a prerequisite to obtaining reimbursement for the use of a personal vehicle on university business:

1. Employment by the university
2. A valid California driver’s license issued to each individual who will operate the vehicle
3. A defensive driving certificate
4. A certification indicating employee has not been issued more than three moving violations or have been responsible for more than three accidents, or any combination of more than three thereof, during the past twelve-month period

Authorization to Use — The traveler’s immediate supervisor is responsible for determining when the use of a privately owned automobile is advantageous to the university. In authorizing employees to use their own automobiles, the supervisor’s decision will be guided by the following:

In the past, the mileage reimbursement for a privately owned vehicle has been slightly less than the university vehicle chargeback. Depending upon the total trip miles and duration, a rental car may be the most economical alternative.

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Private Vehicle Allowances (In-state and Out-of-state)

An employee claiming reimbursement for transportation expenses resulting from the use of his or her private automobile must indicate on the claim the license number of the automobile that was used on the trip. In addition, if other university officers or employees were transported on the same trip, their names must be listed on the Travel Expense Claim.

Reimbursement for transportation will not be allowed any passenger in any automobile operated by another officer or employee.

Expense arising from travel between home or garage and campus will not be allowed. When a trip is commenced or terminated at claimant’s home, the distance traveled shall be computed from either the campus or from home, whichever is the lesser distance. Exceptions to the above are:

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Mileage Rates - Private Vehicle

Employees who operate a private vehicle in the conduct of university business will be allowed to claim 50.5 cents ($.505) per mile without certification or up to 52 cents ($.52) per mile with certification. The certification (as stated on the Travel Expense Claim) is as follows:

“I certify that the acquittal cost of operating my vehicle is equal to or greater than the rate claimed.”

The IRS requires the State Controller to report as income all reimbursement for the use of personal vehicles if the claim exceeds the IRS standard mileage rate of 50.5 cents ($.505) per mile. Therefore, all mileage reimbursements processed by the Controller (regardless of when incurred that exceed 50.5 cents ($.505) per mile will be reported as wages earned on the employee’s annual Form W-2. Employees who are reimbursed in excess of the standard mileage rate may file IRS Form 2106 (Employee Business Expenses) with their tax return to deduct business-related vehicle expenses.

Where use of a privately owned automobile is authorized for travel to or from a common carrier terminal and the automobile is not parked at the terminal during the period of absence, a rate of 50.5 cents ($.505) up to 52 cents ($.52) per mile (round trip) may be claimed only while the employee is an occupant of the vehicle for the distance between the terminal and his/her residence or campus, whichever is less, except if the employee commences or terminates travel before or after his/her regularly scheduled work day or on a regularly scheduled day off, mileage may be computed from his/her residence.

• Actual cost of ferry, bridge or toll road charges are allowed.
• Actual cost of parking charges for necessary parking while on university business is allowed. A receipt for an individual parking fee over $10 will be required.
• Expenses for gasoline or routine repairs are not allowed.
• When filing a Travel Expense Claim for mileage, the Monthly Report of Official Mileage by Private Car must also accompany this form.

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Privately Owned Motorcycles

No reimbursement will be allowed for transportation expense when the employee uses a privately owned motorcycle or motor-driven cycle in the conduct of official university business.

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Privately Owned Bicycle

Where a privately owned bicycle is used in the conduct of official university business, the employee will be allowed to claim 4 cents ($.04) per mile.

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Reimbursement for Damage

The rates of reimbursement for mileage set out in this section include the cost of maintaining liability insurance at the minimum amount prescribed by law and collision insurance sufficient to cover the reasonable value of the vehicle, less a standard deductible. When a privately owned vehicle operated by an employee is damaged by collision or receives other accidental damage, reasonable reimbursement for repair shall be allowed under the following conditions:

Reimbursement may be claimed on a Travel Expense Claim and be paid out of departmental travel funds. An employee submitting a claim for reimbursement of repair expenses on a Travel Expense Claim will:

• File a Vehicle Accident Report with Public Safety, University Police at ext. 4-1991
• Attempt to recover all damages through insurance coverage; collision, comprehensive or property damage
• Attach a copy of the Vehicle Accident Report signed by his/her supervisor, and a receipted bill for repairs and/or replacement parts to the Travel Expense Claim

Enter the following certification in the remarks section of the Travel Expense Claim:

“I hereby certify that this expense was incurred by me as a result of damage to my privately owned vehicle. This expense is not reimbursable through the insurance coverage of any of the parties involved in the accident.”

The official approving the claim for the state agency will:

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Specialized Vehicles

Employees who must operate a motor vehicle on official university business and who, because of a physical disability, may operate only specially equipped or modified vehicles may claim up to 44 cents ($.44) per mile with certification. Supervisors who approve claims pursuant to this subsection have the responsibility of determining the need for the use of such vehicles.

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5.14.2 University Vehicles

1. Policy and Procedures

Use — University vehicles are available for use by employees receiving reimbursement for their services through the State Controller. Students are not permitted to use university vehicles unless currently being paid for services rendered to the campus.

Use Requirements — All of the following must be satisfied as a prerequisite for use of a university vehicle:

• Employment by the university or official “Volunteer Employee” status
• Valid California driver’s license issued to each individual who will operate the vehicle
• Defensive Driving Certificate
• Good driving record

In the event that the individual does not possess a valid Defensive Driving Certificate, a waiver may be obtained by making a written request to Public Safety. Please note that each such waiver is valid only until the next class is held.

Accident or Breakdown — In the case of a vehicle accident or breakdown, refer to information envelope in the glove box of each vehicle.

Failure to comply with these procedures may result in denial of further use of university vehicles. Your full cooperation and observance of these regulations will assist all who use university vehicles.

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2. General Services Charge Card

The blue General Services charge card may be used to obtain a vehicle at the state garage located at 345 West Ash Street (619-237-7415). These charge cards are available in the Accounts Payable Office located in AD-116, Ext. 43778. In addition, the General Services charge card may be used to obtain state pool vehicles for short-term usage at all the state car garages. All charges relating to General Services card usage will be billed directly to the university and charged to the using department’s travel account.

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3. Locations - Tripper Pool Locations

State pool vehicles for short-term usage may be obtained at garage locations listed below:

Reservations may be made by telephone or in person for a pool car at any garage pool and must be made for special vehicles such as station wagons or pickups. A reserved car will not be held after the appointed time; if the employee has not appeared, the car may then be dispatched.

At most locations, arrangements can be made for return of vehicles at times when the facility is closed. These arrangements must be made during regular hours of operation of the facility.

Further information, including daily and monthly rates, may be found at the Office of Fleet Administration (OFA), Garage Operations web page.

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4. Vehicle for Disabled Employees

The Department of General Services, OFA Garage Operations has specially equipped vehicles for handicapped employees: one at the Los Angeles airport and one at the Sacramento Garage trip pool. These vehicles are late model two-door sedans equipped with hand controls for complete operation. They may be rented for trip use to either location.

Employees planning to use these vehicles should make advance reservations to assure their availability. Reservations may be made by calling the Los Angeles State Garage, or the Sacramento State Garage. It is important that every employee using this service follows through on the pick-up and return dates for the vehicle. The appropriate pool should be notified at the earliest possible date of any cancellation change in plans in order to maximize the vehicle’s availability.

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5.14.3 Commercial Vehicle Rentals

Off-campus Rental Car Agencies

When making reservations with off-campus contract rental agencies the corporate account number must be given to receive the discount. See OFA Related Links, Car Rentals for the state-contract rental agencies.

In the event that employees rent from a non-contract company and an at-fault accident occurs, the employee and his/her department or agency may be legally responsible for all damages sustained by others as well as property damage to the rental vehicle.

Reimbursement will be for actual and necessary costs of such rental when substantiated by a voucher. Where it is necessary to pay extra charges or premium rental rates for air conditioning, convertible body style; expensive, or other luxury items a full explanation shall accompany the expense claim.

Employees who wish to extend the rental of a vehicle for personal business should make separate arrangements with the contract company at the time of reservation and pick up of the vehicle. This applies whether the personal business occurs either before or after the business portion of the trip. The rental agreement for university business should be closed out at the end of the university business and a new rental agreement drawn for the time the vehicle will be used for personal business.

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Out-of-state Rentals

Budget Rent a Car will offer a maximum rate inclusive of insurance coverage for out-of-state rentals and will accept the American Express Corporate Card (for out-of-state only).

Insurance / Damage Waivers

Employees should not purchase insurance and will not be reimbursed for insurance charges.

Enterprise Rent-a-car Rates

University Business Rates (effective September 2003) are listed below:

All of the above rates include unlimited mileage within the states of California, Arizona, Nevada and Utah and within 75 miles south of the U.S. border within Mexico, as well as Collision Damage Waiver and Supplemental Liability Protection.

Rentals are based on a 24-hour clock. Any rental exceeding this time will be charged an additional hourly charge up to but not exceeding the daily rate of the vehicle. Hourly rates are as follows:

• Compact through Standard Classes: $7/hour
• Luxury through 4x4 Classes: $12/hour

Vehicles should be returned with the same fuel level as when assigned or the cost of gas will be added to the rental cost.

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Maximum Off-campus Rates

Contract rates, effective 1-1-05 are listed below:

Rates may vary yet cannot exceed the maximum contract rate. Sales tax and refueling charges are not included in the rate and, therefore, may be added.

The only recognized forms of payment are the American Express Government Card, Department of General Services Charge Card for intra-state travel and the Car Rental Business Travel Account (CRBTA). Cash, personal checks and personal credit cards are not authorized forms of payment for the State of California commercial car rental rates. State departments are strongly encouraged to rent alternative fuel vehicles when available. Basic services provided by the contract companies include:

• Unlimited mileage provided the car is returned to the renting location
• Discounted rate structure
• Loss Damage Waiver (LDW) protection at no extra charge
• Protection from third-party liability claims up to $500,000 at no extra charge
• Acceptance of the Department of General Services Card and the American Express Corporate Card. (Diners Club Corporate Card may be acceptable but this should be confirmed.)

For out-of-state rentals, Alamo, Budget, and National will offer a maximum rate inclusive of insurance coverage.

The state of California and university employees will not be liable for personal injury, death and property damage claims arising from the use of the rental vehicle, except when the loss or damage is caused by one or more of the following:

The OFA Travel Programs web page provides additional details regarding rental car policies for California State employees.

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5.14.4 Travel by Aircraft

University officers and employees are encouraged to travel by aircraft whenever such travel expedites the conduct of official university business.

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(Y-Cal) Contract Airfares for Official Business

A contract has been negotiated effective July 1 2001, to provide discount air fares for official business trips between San Diego and the cities shown below:

When making reservations, indicate you are a university employee traveling on university business. Complete price lists for out-of-state destinations and California City Pairs may be found at the, Office of Fleet Administration (OFA), Official Contracted Air Fares web page.

Important Note: All contract fares on United Airlines are base fares and do not reflect the ten percent Federal Excise Tax. The ten percent Federal Excise Tax will be added to the contract base fare.

All university employees must use the specified contract airline between the designated city-pairs unless one or more significant factors surrounding a particular trip make such use impractical. Examples of such situations include:

• A requirement to fly on short notice and space is not available on the contract airline
• The contractor’s flight schedule would require overnight lodging
• An employee misses a flight and would have a substantial delay until the contractor’s next flight
• In planning a trip, the contractor’s flight schedule will not meet mission requirements, or will create a substantial loss of time

The traveler does not use the contract airline between city pairs, Justification For Use of Non-Contract Airlines Between City Pairs must be submitted with the Travel Expense Claim in order to be reimbursed.

When a reservation is being made, the contract airline should be requested to check the availability of lower priced seats and provide the lower fare if possible.

A contract airline’s discount ticket may be used in a limited way for a flight with a non-contract airline. If a flight on a contract airline is canceled or missed and there will be a substantial delay before the next flight, an employee may, if acceptable to the non-contract airline, use the contract airline ticket plus cash to acquire a ticket and leave on an earlier flight.

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1. Payment of Fare for (Y-Cal) Contract Flights between City-pairs

In order to comply with contract terms and receive the contract rates, authorized forms of payment are:

To apply for an American Express Corporate Card, contact the Program Administrator at ext. 4-5901.

2. Scheduling Air Travel for Non-contract Cities

For air travel not covered by the contract, claims for transportation by scheduled airlines shall be allowed at the lowest fares available in conformity with the regular published tariffs for scheduled airlines in effect on the date of origination of the flight. Claims for reimbursement of higher fare or extra charges for transportation by scheduled airlines may be allowed if accompanied by a full explanation stating the facts constituting the official necessity. Extra charges may include administrative fees for itinerary or schedule changes, particularly with regard to discounted/restricted airfare. Such fees may be claimed for reimbursement when incurred for business purposes.

3. Payment of Fare for Travel to Non-contract Cities

Payment for transportation by aircraft other than the contract may be made by cash, credit card or ticket order. In cases where payment is made by cash, the travel expense claim must be accompanied by the traveler’s original passenger receipt. If no passenger receipt was issued, as may be the case with chartered or private aircraft, a formal receipt must be submitted. Itineraries should be submitted but will not be accepted in lieu of original passenger receipts.

4. Payment of Fare More Than 60 Days in Advance

In order to comply with Board of Trustees’ procedures regarding travel advances, fares purchased 60 days or more prior to trip date should be charged to traveler’s credit card and an advance requested no more than 30 days prior to trip.

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5.14.5 Railroad Transportation

No more than actual fare on any transportation service, in accordance with the latest tariffs at the time the trip was made, shall be allowed. Special rates and round-trip rates shall be used whenever possible.

Reimbursement for roomette Pullman accommodations will be allowed. Where it is necessary to use Pullman accommodations more expensive than a roomette, a full explanation stating the facts constituting the official necessity shall accompany the expense account together with a receipted voucher.

Unused portions of railroad and sleeping car tickets are subject to refund and all steps necessary to secure refunds on such tickets should be taken.

Meals incurred while on overnight train travel will be reimbursed up to the subsistence amount allowed.

Tickets for rail transportation or Pullman accommodations may be purchased by the individual, credit card, or ticket order. If purchased by credit card or by ticket order, this fact should be noted on the individual’s expense claim.

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5.14.6 Allowances for Extension Program

Payment for necessary actual subsistence expense of a teaching extension faculty member is allowed where the class location is more than 40 miles from both the employee’s normal workplace and the employee’s residence. An individual teaching an extension course may be provided, or reimbursed for, transportation required by such teaching. An extension teacher who is not a full-time employee will compute private car mileage from the actual point of departure to where the extension course is taught and to the point of return, whether normal workplace or home.

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5.14.7 Return of Deceased Employee

When an employee dies while traveling on official university business, reimbursement may be claimed for actual and reasonable expenses incurred in returning the remains to the official headquarters or place of burial within California. The person responsible for payment of the funeral expenses shall submit claims for the reimbursement of such expenses to the State Controller. Each claim shall bear a certification by the president that the employee was traveling on official university business at the time of death. Actual costs of the following will be considered necessary travel expenses for which reimbursement will be made.

In all cases, regardless of mode of transportation:

When a portion of the shipment is by common carrier:

When shipment is made by funeral coach alone, transportation costs not to exceed .50 cents per mile one way from the pickup point to the official headquarters or to the place of burial within California.

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5.14.8 Mexican/Foreign Travel Automobile Insurance

When traveling to Mexico via private, university or commercial vehicle, special auto insurance is required. Contact the travel coordinator in Accounts Payable (619-594-3778) to order the policy. The policy should be ordered no less than one week prior to the trip if the policy is to be mailed to the department and no less than three days prior to the trip if the traveler will be picking the policy up at the San Ysidro office of Oscar Padilla’s Mexican Insurance.

An approved T2 must be submitted to Accounts Payable before the policy can be ordered. The T2 should reference an account number to be charged and should be signed by the designee who is authorized to approve out-of-state travel. The T2 should also indicate the date and estimated time of departure and arrival back. The university vehicle number should also be indicated.

Oscar Padilla will invoice the university directly for the policy. The standard one-day policy covers Property Damage ($25,000), Bodily Injury ($40,000/$80,000) and Medical ($2,000/ $10,000). For employees who will be traveling to Mexico at least 15 times within a one-year period, an extended policy is available.

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Last updated  January 17, 2008
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