Transportation expenses incurred while traveling on official business may be reimbursed. Personal expenses, such as private vehicle repair and maintenance, may not. The following expenses may be reimbursed or paid directly:
- Common carrier fare
- Rental Vehicle charges
- Private-vehicle mileage allowance
- Taxi or shuttle service fare (including gratuity)
- Parking and garage fees
All employees are encouraged to travel using routes, schedules, and airlines that provide the most cost-effective, efficient travel that meets the business purpose. Economy Plus and/or Business Class airfare are authorized for international flights where the elapsed time in-the-air for any single segment/leg/portion of the overall flight is eight hours or greater. First Class airfare is not authorized.
Air travel paid from federal funds must conform to the Fly America Act.
L. Private Vehicles
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.
 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.
 Responsibilities After an Accident
Use of loaned vehicles may be authorized when it benefits the campus. Expense reimbursement is for use of the vehicle regardless of the number of passengers. Some companies may lend vehicles to campuses, departments, or individuals for specified purposes. The operator is reimbursed for actual out-of-pocket expenses arising from using the vehicle for official business.
 Insurance on Loaned Vehicles
The university provides coverage for loaned vehicles if the campus has agreed in writing to accept responsibility for any liability or damage to the vehicle. The loaned vehicle must be used for official business.
For additional information, including the loan agreement form, contact the Office of Risk Management.
O. Motor Pool and University Owned Vehicles
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.
 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).
 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.
 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.