Vehicles - Personal, Rental, University Owned
Private vehicles may be utilized for business-related travel.
Employees and agents authorized to use their privately-owned vehicles for official business are required to have personal automobile liability insurance to provide the primary coverage for any accidents involving that vehicle. University-provided automobile liability coverage will apply on a limited basis after the employee's primary coverage limits have been exhausted. For additional information, contact Safety and Risk Services.
The university’s Policy on Vehicles provides guidelines regarding driver and vehicle qualifications.
The per-mile reimbursement rate is determined by the Internal Revenue Service (IRS). Employees who receive a Car Allowance Stipend are not eligible for per-mile reimbursement.
Mileage for the most direct, usually-traveled route may be reimbursed. The university reimburses for use of a private vehicle at the pre-established rate regardless of the number of passengers in the vehicle.
Substantial deviations from standard distances or usual routes must be justified. Mileage calculations generally start at the employee's official work station.
Travel for personal reasons or entertainment is not reimbursed.
Travel between the employee’s home and official work station is a personal commuting expense and is not reimbursed.
Vehicle rental expenses for official university travel may be paid/reimbursed. A car, boat, aircraft or other vehicle may be rented when it is the most cost-effective, efficient means of transportation that meets the business purpose. Receipts are required for vehicle rentals. Employees are encouraged to utilize University of Oregon or State of Oregon contracts which provide rental discount rates, car upgrades, and insurance coverage. Employees are also encouraged to use their corporate travel cards when renting vehicles because of the primary Collision Damage Waiver (CDW) coverage provided.
See State of Oregon contract rental information when logged in:
** Click here for PDF of rates and booking code **DO NOT SHARE
When making business reservations, you must use the corporate account number. When making reservations online, you must use both the corporate account number and PIN number. If the account number is not used, you will not be eligible for the contract rates and the insurance will not be included.
Enterprise/National codes for UO
Discount code for personal or guest vehicle rentals: XZ46RET
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[1] Insurance on Rented Vehicles
The university maintains self-insurance coverage for rental vehicles if they are to be used exclusively for official university business. A certificate of insurance may be obtained from the Office of Risk Management.
If a rental vehicle is to be used for a mix of personal and business purposes, the university’s self-insurance coverage is only applicable for the portion of travel applicable to official business. The employee or agent will want to check with their insurance agent regarding coverage for personal usage.
If the employee or agent plans to travel outside the United States, its territories and possessions, and Canada, the department should contact the Office of Risk Management for help in obtaining the appropriate coverage.
[2] Responsibilities After an Accident
The renter of a vehicle involved in an accident is responsible for immediately reporting the accident to the Office of Risk Management. Vehicle Claims
If permitted under federal and state law, university policies governing employee ethics, and other applicable restrictions, use of loaned/courtesy vehicles may be authorized when it benefits the university. Some companies may lend vehicles to the university, departments, or individual employees for specified purposes. The operator is reimbursed for actual out-of-pocket expenses arising from using the vehicle for official business. The university reimburses for use of vehicles without regard to the number of passengers in the vehicle. The university will not pay or reimburse an employee for any vehicle expenses that are also being paid by an outside source directly to the university employee.
[1] Insurance on Loaned/Courtesy Vehicles
Employees and agents authorized to use loaned/courtesy vehicles for official business are required to have personal automobile liability insurance to provide the primary coverage for any accidents involving that vehicle. University-provided automobile liability coverage may apply on a limited basis after the employee's primary coverage limits have been exhausted. For additional information, contact the Office of Risk Management. The university’s Policy on Vehicles provides guidelines regarding driver and vehicle qualifications.
Motor pool and university-owned vehicles may be used for official university business only. Use of a state motor pool or university-owned vehicle is not authorized when costs are charged to Agency Funds, except for use by university organizations or for other legitimate state business purposes as approved by authorized university personnel. The department that authorizes a motor pool or university-owned vehicle's use by an employee or student is financially accountable for damages and all costs resulting from violations of policies relating to use of the motor pool or university-owned vehicle.
(1) Private Use Prohibited
Using a motor pool or university-owned vehicle for private or personal purposes or allowing another person to do so is prohibited.
(2) Vehicle Safety Including Authorized Drivers
The university’s Policy on Vehicles provides safety guidelines regarding transportation in a motor pool or university-owned, leased, or controlled vehicle.
(3) Overnight Parking at Employee's Residence
A motor pool or university-owned vehicle may be kept overnight at an employee's residence when doing so is approved in advance by authorized university personnel.
[1] Private Use Prohibited
Using a state-owned vehicle for private purposes or allowing another person to do so is prohibited (ORS 283.395) and punishable, upon conviction, by a fine (ORS 283.990).
[2] Vehicle Safety Including Authorized Drivers
University policy on Traffic, Parking and Vehicle Safety (former OAR 580-40-0030) provides safety guidelines regarding transportation in a state owned, leased or controlled vehicle.
[3] Overnight Parking at Employee's Residence
A state vehicle may be kept overnight at an employee's residence when doing so is approved in advance by authorized campus personnel.