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Policy 2.98
Ground Transportation

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Responsible Official: Vice President for Finance/Chief Finance Officer
Administering Division/Department: Procurement Services
Effective Date: April 01, 2010
Last Revision: August 23, 2011

Policy Sections:

Overview

The purpose of this document is to provide travel guidelines for the use of ground transportation when traveling for business purposes.

Applicability

The Travel Policies apply to faculty, staff, students, and non-employees traveling on behalf of the University and seeking reimbursement or payment for travel-related expenses from Emory University funds, regardless of the funding source.

Policy Details

2.98.1 Traveler Responsibility

2.98.2 Responsibility of Higher Level Approvers

2.98.3 Rental Cars

2.98.4 Emory Shared Cars


2.98.1 Traveler Responsibility

It is the responsibility of travelers to select the most economical and efficient choices of ground transportation services. Individuals renting cars while traveling on behalf of the University are responsible for having valid driver’s licenses and follow requirements for employees using University - owned vehicles Policy 4.84.

 2.98.2 Responsibility of Higher Level Approvers

Higher Level Approver must ensure that: 

  • the traveler is aware of the Emory Travel Policy in advance of the travel;
  • travel expenses were incurred while conducting authorized University business;
  • travel expenses were necessary, reasonable and consistent with University policies and the
  • stated business purpose;
  • an expense report includes the required documentation; and
  • travel expenses meet any and all Sponsored Program guidelines, if applicable.

2.98.3 Rental Cars

1) The size of the rental car should be the least expensive model consistent with the number of travelers. Up to standard/intermediate classes are acceptable but full size or larger must be documented as to the reason it was needed.

2) Allowable rental costs include daily rental fees, local and state taxes, concession fees, gas (when refueled by traveler and not car rental agency) and drop-off fees.   A list of non-reimbursable or payable expenses can be found in 2.104 TRAVEL POLICY - NON-REIMBURSABLE OR PAYABLE ITEMS.

3) As long as the car is rented for use while conducting University business in the U.S, travelers should decline the loss damage waiver (LDW/CDW) option, supplemental liability coverage, personal accident insurance (PAI) and other insurance options. These options are not reimbursable or payable expenses.

4) When traveling outside the U.S. on University business, the purchase of liability and physical damage coverage is required and reimbursable or payable.  

5) All individuals who intend to drive the rental vehicle must be listed on the rental agreement for insurance purposes. 

6) Travelers should refuel the car prior to returning it to avoid excessive refueling fees.

2.98.4 Emory Shared Cars

The general use of Zipcars is considered a personal expense. However, when using a Zipcar for University business purposes and with departmental approval, reimbursement or payment will be allowed.

Department-approved reimbursement or payment for Zipcar use will be based on the lesser of the two calculations: mileage driven multiplied by the current IRS rate, or hourly rate for use of the Zipcar. However, the cost of ZipCar membership will not be reimbursed or paid for.

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