Regulations and Guidance

Other Modes of Transportation

R05.02.060.A.(10)(f)

  1. University or privately-owned mode of transportation such as auto, snowmobile, ATV, boat, and aircraft may be used if the use is in the best interest of the university.
  2. Shuttle (bus or rapid transit or hotel transportation) services should be used whenever practical and time permits such use.
  3. Parking, toll charges, ferry fees, bridge road and tunnel fees, aircraft parking, landing and tie down fees and docking and mooring fees are allowable transportation expenses.
  4. Tips allowable up to 20 percent.
  5. Reimbursement for vehicle transportation expense shall be limited to the lowest logical cost of commercial airfare or the standard vehicle mileage rate allowable for IRS purposes. When mileage rates are claimed, they cover all the traveler transportation costs. Fuel costs are not to be claimed in addition to the standard mileage rate. Supporting backup when claiming mileage rate requires odometer readings or an online mileage calculation (such as MapQuest or Google maps).
  6. When there is a business need for driving, reimbursement for mileage is allowed. Any extra expenses resulting from travel by an indirect route for the traveler's personal convenience will be borne by the traveler, and reimbursement will be based only on such charges as would have been incurred or reimbursed for traveling by the most direct route or efficient mode for business purposes (see item 8. Personal Travel for more detail).
  7. Acquisition of non-conventional transportation services, including but not limited to plane or vessel charter and use of personal boats or aircraft, shall be approved by the procurement office and risk management in advance.
  8. Mileage reimbursement for private aircraft will be allowed at the General Services Administration or the dry rate. Mileage calculations need to be supported by the flight log or GPS readings.

Ground Transportation 

  • Should use shuttle services whenever practical
  • Tips are allowable up to 20%
  • May use a university or privately owned mode of transportation when in the best interest of UA

POV Mileage

  • Mileage rates for a personally owned vehicle (POV) cover all the associated costs including fuel
  • Cannot claim fuel costs in addition to the standard mileage rate
  • Supporting backup documentation in the form of odometer readings or an online mileage calculation (e.g. MapQuest or Google Maps) is required

Driving vs Flying

  • Reimbursement for mileage is allowed when there is a business need for driving
  • Airfare cost comparison is required when driving is not the most direct route or efficient mode and the traveler chooses to drive for personal convenience
  • If the justification is cost, an airfare cost comparison is required to demonstrate the cost savings for driving

Scenario 1: An Anchorage employee is traveling to Fairbanks for a meeting. They opted to drive instead of fly because their family is accompanying them.

An airfare cost comparison is required, and reimbursement of transportation costs is limited to that business only. Personal days are documented in the Travel Request Header if driving results in added days of travel

Scenario 2: A Fairbanks employee is traveling to Anchorage to operate a UA vendor booth at a local event. They have opted to drive because they need to tote large bins of supplies for the booth.

An airfare cost comparison is not required, but they must document their business justification on the Travel Request and/or Expense Report.