Transportion

  1. Transportation is the means by which a traveler gets from one location to another.  It can  include expenses for commercial air carrier, vehicle mileage allowance, taxi/bus/ferry/rail, and  other essential transportation while conducting university business. 
  2. Airfare should be purchased through the booking tool.    
  3. Business justification will be required if the lowest logical rate is not utilized. 
  4. See Risk Management section for details about insurance coverage when using a rental car or  other modes of transportation.  
  1. Scheduled commercial air carriers shall be utilized for long distance individual travel, unless  there is a compelling reason for use of another mode of travel, such as medical necessity, less  costly charter flights, or inadequate time schedules.  When federal funding is being used for  international travel, see Fly America Act section below.     
  2. The university requires that airfare for approved travel be purchased at least 14 days in advance  of travel, unless there are extenuating circumstances.  Booking under 14 days requires  supervisor approval. 
  3. Personally owned discounts, frequent flyer benefits, or no cost tickets (ie.  rewards/miles/credits) are reimbursed at the traveler’s actual incurred expense, but the value  of miles redeemed or value of a no cost ticket is not reimbursable. 
  4. Ticket cancellation insurance may be reimbursed when substantiated with a business need.  
  5. The university will only reimburse for coach class tickets.  Any additional cost for business or first  class airline tickets must be paid by the traveler, unless deemed an ADA accommodation. 
  6. Fees associated with Global Entry, TSA Pre Check and priority boarding are not reimbursable. 
  7. Use of chartered flights may be permissible for official university business, when no scheduled  commercial flight is available to meet the travel requirements. The chartered flight/carrier must  maintain a valid Air Taxi Certificate and demonstrate the minimum required insurance for  Aircraft Charter as outlined in System Office of Risk Services webpage.  Prior to commencing the 
    charter flight, an approval is required by the purchasing officer and a certificate of insurance  must be furnished to the university campus risk management. 
  8. Baggage charges paid or reimbursed by the university shall be limited to personal and university  baggage necessary to carry out university business. 
  1. When an airline ticket is unused, a credit/refund shall be requested directly from the carrier,  travel agency, or other vendor. 
  2. If no refund is available, unused tickets should be retained for subsequent university travel or  sold to the employee at actual cost. 
  3. Travelers are not entitled to any savings resulting from the use of lower fare credits/discount  fares/credit vouchers. 
  4. No employee or official may accept any gratuity resulting from, or based on, university travel,  unless such gratuity is received for the exclusive benefit of the university or is nominal in value  (less than $25). Acceptance of such gifts from an airline, travel agency, or other vendor is  governed by Regents' Policy and related regulations regarding conflict of interest, ethics, and  ethics violations. 
  5. Canceled and changed reservations   

a)  The traveler is responsible to verify flight arrangements and ensure all bookings are correct. 

b) Change fees and difference in fare must be substantiated with a business need. 

c)  The University will not be responsible for additional costs due to the traveler’s negligence. 

d) Cancellation and change fees for family emergencies and factors outside traveler's control  may be reimbursed, at the department’s discretion.  

  1. All international travel (travel outside the 50 states, the District of Columbia and the territories  and possessions of the United States), including travel of those individuals normally exempt  from the requirement of supervisory approval, must be approved by the traveler's supervisor. 
  2.  Federally funded travel must comply with 49 U.S.C. 40118, commonly referred to as the “Fly  America Act”, to use U.S. flag air carrier service for all air travel.  The requirements are further  described in 41 CFR301‐10.131 – 10.143.  Use of a foreign air‐carrier for federally funded travel  requires specific documentation and approval by the Travel Administrator (contact your  university Travel Administrator for specific requirements).  The university supports the Fly  America Act by requiring all travelers using federal funding to be on an American air carrier into  and out of the United States regardless of cost and/or travel times.  In cases where there are no  direct flights by an American carrier, travelers must fly to a gateway city for connecting flights to  their final destination.  The university supports the use of American carriers on all legs of the trip  where American carriers are available.  Amendments to, or agreements with, the “Fly America  Act”, such as the “Open Skies Agreements”, will be followed.  
  1. Automobile rental for employees on authorized university business may be utilized when such  use is in the best interest of the university. 
  2. The traveler must obtain lowest logical rate offered to university or government agencies for the  type of vehicle necessary to meet the business needs of the traveler. 
  3. Reasonable rental charges up to a full size car is allowable.  Cars larger than full size and any  other vehicle type requires business justification.  It is permissible to rent a car larger than full  size provided there is documentation to support that the cost is not more than a full size. 
  4. Where available, university employees are expected to secure rentals from a university  negotiated vendor, which automatically provides liability and physical damage insurance. 
  5. The rental of motorcycles for university business is not permitted. 
  6. University negotiated vendor contract rates cannot be used for personal travel.   
  7. The university provides liability and physical damage coverage for rental vehicles only when the  vehicle is being used by an authorized employee while acting in the course and scope of the  employee’s official duties.  Any other use will be considered personal.  
  8. With respect to personal use, it is incumbent upon employees to ensure that their personal auto  insurance will cover their personal use, purchase the insurance product offered by the rental  company (at their own expense), or personally pay for any claims for damage or injury arising  from personal use.   
  9. Insurance purchased for rental of passenger vans with seating capacity greater than 12 or other  unusually high value (greater than $75,000) vehicles is allowable.   
  10. Vehicle insurance should always be purchased for rentals by university employees in foreign  countries (except for Canada), US territories and possessions.   
  11. If a rental vehicle will be used for both business and personal use, the traveler's reimbursement  request should be adjusted for any incremental personal costs related to the extended term of  the contract, mileage driven, insurance, or fuel charges incurred. 
  12. Motor vehicles for guests or non‐employees must not be rented in the name of the University of  Alaska with a university charge card, purchase order, or other means.  If payment or  reimbursement of such costs is authorized, such payment should be covered as an after the fact  reimbursement or based on an agreed upon or quoted cost, up front.  In this case, insurance  coverage purchased from the car rental agency is reimbursable. 
  13. Motor vehicle rental agencies are not allowed to be named as an insured party or additional  insured party under the university’s insurance and self‐insurance plan.  University employees  and agents are not authorized to enter into an agreement that would make a rental agency,  related entities, or others named or additional insured under the university’s insurance or selfinsurance programs.   
  14. Any certificate or statement required by a motor vehicle rental agency that adds them as an  insured or additional insured is unauthorized and of no legal force or effect with respect to the  University of Alaska and its insurance or self‐insurance programs. 
  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% 
  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 the personal travel section 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 (GSA) or the dry rate.  Mileage calculations need to be supported by the flight log  or GPS readings. 
  • Airfare should be booked through the Travel booking tool
  • Federally funded travel must be comply with the Fly America Act

–International travel on federal awards must be approved by the granting agency

  • Booked 14 days in advance, except when circumstances prevent this
  • Coach class tickets (business or first class can be booked with an ADA exception)
  • Global Entry, TSA Pre Check, Priority Boarding not reimbursable
  • Airfare gratuity less than $25 (gift) is ok
  • Cancellation & change fees for family emergencies and factors outside traveler's control are reimbursable, at the department's discretion.

Vehicle Rentals

  • Vehicles may be rented when in the best interest of the university.
  • Up to a full size car is allowable.
  • Vehicle Rental Agencies offering the option of  LDW/CDW (Loss Damage Waiver/Collision Damage Waiver) is not a reimburable expense for University employees renting cars in the US or Canada.

–Cars larger than a full size requires a business justification.

  • Contract rates

–Where available, university employees are expected to secure rentals from the university negotiated vendor, which provides liability and physical damage insurance.

–University negotiated vendor contract rates cannot be used for personal travel.

Other Ground Transportation 

  • Shuttle (bus, rapid transit, or hotel transportation) services should be used whenever practical and time permits such use.
  • Tips allowable up to 20%
  • 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.
  • 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 (POV), 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).