Policy 2.99
Personal Vehicles

Responsible Official: VP for Finance
Administering Division/Department: Travel Policies
Effective Date: April 01, 2010
Last Revision: June 29, 2011

Policy Sections:

Overview

The purpose of this document is to provide guidelines for the use of personal vehicles used for business purposes.

Applicability

The Policy applies to faculty, staff, students, and non-employees using their personal vehicle on behalf of the University and seeking reimbursement from Emory University funds, regardless of the funding source.

Policy Details

2.99.1 Faculty/Staff Responsibility

2.99.2 Responsibility of Higher Level Approvers

2.99.3 Personal Vehicles


2.99.1 Faculty/Staff Responsibility

It is the responsibility of the faculty/staff to select the most economical and efficient choices of ground transportation services.

2.99.2 Responsibility of Higher Level Approvers

Higher Level Approver must ensure that: 

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

2.99.3 Personal Vehicles

Facutly/staff may elect to use personal cars for business purposes if it is less expensive than other options, (e.g., airfare, rental cars, taxis) or if it saves time. It is the personal responsibility of the driver to determine that the personal vehicle driven carries adequate insurance coverage for the driver's protection and for the protection of any passengers. When driving a personal vehicle for business purposes, the vehicle owner’s insurance policy will be responsible for damage to the vehicle and primary over any other collectible insurance.

Drivers are reimbursed for actual miles traveled as indicated by supporting documentation such as MapQuest printout. The mileage reimbursement rate is determined yearly by the IRS, which includes the total cost to operate a vehicle and the cost of gasoline.  

Personal Commuting Expense, which is considered to be the mileage between your home and your main or regular place of work, is not reimbursable.

PERSONAL CAR USE

REIMBURSABLE?

Commuting between home and usual place of business

No.
The driver should always deduct this mileage when calculating amount for any authorized mileage reimbursements below.

Between buildings on campus

No

Between Emory campuses

Yes.
Total miles claimed for the day cannot include your normal daily commute.

To/From Airport

Yes.
Total miles claimed for the day cannot include your normal daily commute.

Local travel for authorized activities
(i.e. training class in downtown Atlanta)

Yes.
Total miles claimed for the day cannot include your normal daily commute.

Non-local travel for authorized activities *
(i.e. business trip to Birmingham, AL) 
Yes.
Total miles claimed for the day cannot include your normal daily commute.

* Travelers who choose to use their own vehicles when air travel is less expensive will be reimbursed an amount not to exceed the lowest air fare to the destination.  A coach class, 21-day advance purchase ticket will be used for calculation. 

Total miles to be reimbursed cannot include your normal daily commute and should be subtracted from the calculation.  (However, for non-regularly-scheduled workdays such as Saturdays, Sundays and holidays, mileage calculation can originate/end at home.)

Example #1: 
Home to Airport = 50 miles round trip
Minus Home to "Normally Assigned Work Location" = 20 miles round trip
Difference and reimbursable mileage to employee = 30 miles

Example #2:
Home to Airport = 12 miles round trip
Minus Home to "Normally Assigned Work Location" = 20 miles round trip
Difference is (-8 miles), therefore nothing is reimbursable to employee. 

Additional allowable expenses include turnpike tolls, bridge tolls and reasonable parking fees.
 

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