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
Common Carrier Fares
Transportation by common carrier is recommended when it is more appropriate and economical than travel by state or private vehicle. Common carriers are usually preferred for out-of-state travel. Actual cost is paid or reimbursed for airline, railroad and bus fares for travel.
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 any leg of international flights where the elapsed time in-the-air is eight hours or greater. First Class airfare is not authorized.
Air travel paid from federal funds must conform to the Fly America Act.
 Taxis and Shuttle Services
Taxi and shuttle service is authorized between terminals, lodgings, and work stations.
All employees are encouraged to travel using routes and schedules that provide the most cost-effective, efficient travel that meets the business purpose. A roomette is allowed when sleeping accommodations are needed due to overnight travel. A bedroom is allowed if no roomette is available or if special accommodations are approved because of the trip's nature or the traveler's health. Applicable meal and incidental expense per diem may not be claimed if a meal is provided and consumed as part of the roomette or bedroom rate.
 Bus Lines
Scheduled or charter buses may be used.
 Travel Awards and Frequent Flyer Mileage
Because the cost of record-keeping outweighs any monetary benefit, the university will not recapture airline bonuses awarded employees for frequent flyer miles. Frequent flyer bonuses may be used by employees as they choose unless the terms of a grant or contract require otherwise. The university will not reimburse or trade tickets purchased using frequent flyer miles.
 Payment in Lieu of Air Travel (Driving out of state)
Common carriers (e.g., airlines, railroads) are usually preferred for out-of-state travel. An employee may choose to travel by private vehicle instead. In such a case, the traveler may be reimbursed for ground transportation expenses, including standard mileage, parking, and tolls, up to the cost that would have been incurred had s/he traveled by common carrier.
The following costs associated with air travel can be used as a basis for comparison:
- The cost of round-trip commercial air fare that would have been incurred. A Concur booking tool quote should be obtained prior to the travel dates.
- Private vehicle mileage to and from the air terminal that would normally be used for departure.
- Lodging, meal, and incidental expenses that the employee would normally incur with air travel
Procedure - Driving out of State:
When driving out of state is a personal choice, provide a comparison airfare quote prepared when the trip is planned. If a comparison was not prepared during the trip planning, use quote dates that most closely reflect the season and days of week that the traveler would have flown. See Comparison Quotes under (1)Airlines for additional information. Use Expense Type 'Airfare in Lieu of Mileage". To calculate, divide the total amount claimed by the standard mileage allowance and enter this mileage amount into the form.
Example: Airfare Eugene to San Francisco - $450 $450 / .58 = 775 miles
Private Vehicles may be utilized for business-related travel.
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.
Procedure - Personally Owned Vehicle Mileage
IRS mileage allowance for 2019: Jan. 1, 2019 - 58 cents per mile.
IRS mileage allowance for 2018: Jan. 1, 2018 - 54.5 cents per mile.
IRS mileage allowance for 2017: Jan. 1, 2017 - 53.5 cents per mile.
UO Driver Certification is required.
Mileage calculations generally start at the employee's official workstation, but home is used if it is the shorter distance. Private car mileage of 10 miles each way is allowed to and from the Eugene airport.
Mileage for personal reasons when in travel status will not be reimbursed.
Mileage expenses will not be reimbursed on a borrowed or rented vehicle but fuel receipts may be submitted for reimbursement.
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 used. The university does not provide physical damage, uninsured motorist and personal injury protection for personal vehicles. For additional information, contact the Office of Safety and Risk Services.
 Highway mileage
Use standard mileage guides, odometer/tripometer readings, or online mapping tools (e.g., Mapquest.com). Substantial deviations from standard distances or usual routes must be justified. Mileage calculations generally start at the employee's official work station.
Procedure - Standard Mileage table:
Vehicle rental expenses may be 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 State of Oregon contracts which provide 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.
Procedure - State of Oregon contract information, departmental direct bill, payment and receipt requirements
An itemized, final rental car receipt is required for reimbursement. Anyone driving for UO business should be certified through the UO Department of Parking and Transportation. UO Driver Certification.
When renting a vehicle for UO business and using the corporate travel One Card, a claim must be filed within 90 days of the date of the incident in order for Collision Loss Damage Waiver coverage to extend to the loss. To file a claim notify email@example.com
State of Oregon discount contacts are for UO business use only. If your travel involves personal time or travel with friends or family, you may not use the negotiated contract rates. Please select a car rental off contract, divide the rental total by the total number of days used and submit the business days only for reimbursement.
For use of State of Oregon rental car contracts:, use corporate discount numbers and/or PIN to reserve:
If your department would like to set up direct billing with Enterprise and National, please contact:
Business Rental Sales Director
Procedure - Students renting vehicles:
Students authorized to drive for university business should utilize the State of Oregon contracts as they allow underage drivers age 18 and older without adding a minimum age surcharge.
Students driving for UO business are required to obtain UO Driver's Certification from UO Transportation Services: https://transportation.uoregon.edu/content/business-travel
Procedure - Vehicle Rental Including Personal Time:
State of Oregon rental car contracts cannot be used when combining personal time with business. Additionally, the Enterprise/National departmental direct bill feature cannot be used when personal time is included. Please see the Enterprise/National FAQs for discount code for personal rentals. To calculate reimbursement for the prorated business expense, divide the total cost of the rental by the number of total days to determine reimbursable amount for the business days.
Procedure - Official Volunteers renting vehicles:
Volunteers are required to have a Volunteer form on file with UO Office of Risk Management when driving.
Procedure - Visitors/Lecturers/Interview Candidates/Independent Contractors:
Any visitor, guest, or potential employee who is not on UO payroll is not eligible to use the State of Oregon rental vehicle contracts. Rentals cannot be direct billed to the UO department. Guests must pay for the rental vehicle and seek reimbursement. Only the CDW/LDW insurance may be reimbursed. See the Enterprise list of discount codes for guest rentals.
 Insurance on Rented Vehicles
The university provides self-insurance coverage for rental vehicles if they are to be used exclusively for official 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 his/her 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.
Procedure - Rental Vehicle insurance:
CDW/LDW insurance may be reimbursed for the business portion only. Some international vehicle rentals have mandatory insurance requirements. Documentation of mandatory insurance is required for reimbursement. Other types of optional insurance are not reimbursed.
 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. Supervisor's vehicle incident report
Responsibilities After an Accident
When renting a vehicle for UO business and using the corporate travel One Card or using the State of Oregon contract, a claim must be filed within 90 days of the date of the incident in order for Collision Loss Damage Waiver coverage to extend to the loss. To file a claim notify firstname.lastname@example.org
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.
Motor pool vehicles may be used for official state business only. Use of a state vehicle is not authorized when costs are charged to Agency Funds, except for use by Campus Organizations or for other legitimate state business purposes as approved by authorized campus personnel. The department that authorizes a state vehicle's use is financially accountable for damages and all costs resulting from violations of policies relating to state vehicle use.
Procedure - Motor Pool
Motor Pool vehicles may be used by UO employees, students and official volunteers with the approval of the department head and from UO Parking and Transportation.
Members of organizations whose only fiscal connection to the University is the receipt of or an accountability for incidental fee support or having an interest in one or more EMU or Housing Trust Fund Accounts may rent vehicle from state owned motor pool. The department that authorizes a state vehicle's use is financially accountable for damages and all costs resulting from violations of policies relating to state vehicle use.
Official Volunteers are required to have a Volunteer form on file with UO Safety and Risk Services. This rule shall apply to State-owned vehicles, hired vehicles and borrowed vehicles used on University business travel.
Drivers must hold current UO Driver Certification.
Oregon State University Motor Pool site is in Glenwood. Vehicles offered include hybrids, sedans, pickups, mini and large passenger vans. Reservations are made calling (541) 346-2000 or by going online.
Driver's are encouraged to complete the OSU Driver Authorization profile for quicker, more efficient handling of reservations and direct billing to department.
State Motor Pool (Salem) information: Motor Pool Checkout Card Application
Billing: Billing for motor pool vehicles is distributed to your department monthly by the Travel Office within the Business Affairs Office.
Motor Pool Van Rental: To rent an 8 or 12 passenger van, or large cargo van from the Motor Pool, you must pass a Van Safety Test and have an active UO Driver Certification. Students, volunteers and temporary employees need to take the Van Safety Test annually
Accidents: The renter of a vehicle involved in an accident, must report the accident within 24 hours to the UO Safety and Risk Services.
 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.