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AIR TRAVEL
What are the basic guidelines for air travel?
Airline reservations are your responsibility and are to be made through your unit. Reimbursement will be made at the lowest logical standard or discounted rate for the period of business travel. Your travel itinerary, a copy of your credit card statement, and any other documentation provided by the airline are required (Account Code 70250) for reimbursement of airfare.
Trips that include additional personal stops are not authorized.
Reimbursement for first-class airfare will be made only when a supporting statement is provided by the
airline or travel agency stating that no lower rate was available.
For the most current rules and regulations regarding air travel, visit the web site for the
Transportation Security Administration.
Payment of Airfare
Tickets may be purchased in advance and charged to your credit card. Copies of the credit card statement and travel itinerary should be attached to the travel voucher.
Airline tickets may also be either charged to your department (via direct bill from the travel agent) or charged to your AU VISA Purchasing Card. The original invoice (screen print, e-mail confirmation, etc) and a copy of the travel itinerary should be attached to the travel voucher and/or
Purchasing Card Reconciliation Form - BO 99-15.
In special circumstances, direct payment of airfare for a non-University employee may be approved by the
Procurement and Payment Services Supervisor. Request that by memo with a written justification for billing the University.
How is airport shuttle service reimbursed?
Shuttle service between Auburn and the Atlanta airport may be billed to your department or paid by the traveler (paid receipt is required).
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Use of Personal Aircraft
At what rate is the use of Personal Aircraft reimbursed?
Use of personal aircraft requires the advanced approval of your immediate supervisor, your Dean/Director and the Department of Risk Management and Safety. The Dean/Director must ensure that approval has been obtained from Risk Management and Safety. Use of personal aircraft for out-of-state travel is discouraged.
Travel in personal aircraft will be reimbursed $.40 per air mile in-state, for out-of state travel, reimbursement will be $.40 per air mile or the lowest logical airfare, whichever is less. Prior to out-of-state travel, contact the Travel Auditors (844-7771) for a reimbursement quote.
Before Risk Management and Safety will approve out-of-state travel in your personal aircraft, you must provide a certificate of
insurance from your insurer. A minimum of $1,000,000 combined single limit insurance is required, including coverage for the entire crew. Risk Management and Safety must also be provided with a 30-day notice of cancellation from the insurance carrier.
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Use of University Air Transportation
The AU Air Transportation Department (ATD) offers an alternative to commercial airline travel. Use of their services requires approval from an appropriate supervisor. For additional information visit the
ATD web site or contact Ron Pilz, Director of AU Air Transportation at 844-4216.
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TRAVEL BY PRIVATE VEHICLE
At what rate is the use of personal vehicles reimbursed?
The current state mileage rate is 55¢ per mile (effective 1/1/09). That covers all vehicular costs, including tolls, repairs, and fuel.
In-town mileage in the area where you are officially stationed will not be reimbursed. On rare occasions, employees with routine and frequent mileage while using their personal vehicle to conduct AU business within the Auburn city limits and/or the city limits of their home work base may be approved to receive reimbursement for such mileage on an exception basis with a letter of justification and approval from their supervisor. Requests for such reimbursement can be accumulated and submitted on a travel voucher when they exceed $25. A log reflecting the date, purpose and associated odometer readings for each claim must be attached to any vouchers seeking reimbursement for same.
Reimbursement is based on the shortest distance between Auburn and the destination, as reflected on MapQuest.com.
What is the reimbursement rate for driving to regional airports?
If you use your personal vehicle to drive to an airport for a flight or to pick up an official University guest, you will be reimbursed at a set rate (this doesn't include parking charges):
|
One Way |
Round Trip |
| Auburn to Columbus Airport |
$20.00 |
$41.00 |
| Auburn to Montgomery Airport |
$28.50 |
$57.00 |
| Auburn to Birmingham Airport |
$73.00 |
$145.00 |
| Auburn to Atlanta Airport |
$55.00 |
$110.00 |
At what rate will I be reimbursed if I wish to drive to a distant meeting instead of flying?
If it is cheaper to fly, you cannot opt to drive and collect mileage outside a 1200 mile round trip.
You will be reimbursed at whichever is lowest, the current mileage rate or the lowest discounted airfare. This is called airfare-in-lieu of mileage.
All airfare-in-lieu of mileage rates should be confirmed with a Travel Auditor prior to travel.
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Rental Vehicles
Vehicle rentals for local, domestic, and international use should be obtained through AU's preferred contract vendor, Enterprise/National Car Rental. Rental vehicles may be used if approved by your supervisor. However, vehicle rentals are not allowable when the sole purpose is for transportation to and from the airport, or when shuttle and/or taxi services are available.
University travelers are expected to rent Compact or Midsize class vehicles unless sharing the rental with more than 2 other AU business travelers. Rental of sport utility vehicles, minivans, or other kind of specialty vehicles require justification and prior authorization from the PPS travel auditor. Rental of luxury vehicles is not permitted. University travelers are highly encouraged to rent hybrid and fuel efficient vehicles when there is availability.
Legitimate car rental costs include daily rental fees, local and state taxes, concession fees, mileage fees, and drop off fees if returning rental vehicle to a destination other than the pick-up location. Other reimbursable fees related to rental car travel include gasoline (with appropriate receipts), tolls, and parking fees (with appropriate receipts). Navigation systems are reimbursable only if traveling in remote locations and a business justification is provided and approved.
Payment for rental vehicles and the associated gasoline purchases should be made using the AU Purchasing card. Itemized receipts should be included in the monthly departmental Purchasing Card reconciliation. Only rentals made through our contract vendor, Enterprise/National, and those associated gasoline purchases are allowable on the AU Purchasing Card. Please note that only business use of a rental vehicle maybe charged to the Purchasing Card. Any personal use days must be paid using a personal credit card. The University will not pay for any day on which the vehicle is used for personal use.
For additional information on rental vehicles, please see the Frequently Asked Questions.
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Insurance for Rental/Personal Vehicles
Anyone renting a vehicle on University business within the United States, Canada or Puerto Rico
SHOULD NOT
take out insurance through vehicle rental agencies. Insurance coverage
SHOULD
be obtained when renting a vehicle outside the United States, Canada or Puerto Rico.
Personal Vehicles - Auburn University's insurance provides NO physical damage coverage for damage to personal vehicles used on university business. Your personal automobile liability insurance is your primary coverage when using your personal vehicle for university business. If your liability limits become exhausted following an accident, the university's insurance policy provides a second layer of excess liability coverage, provided the personal vehicle was used for approved university business.
Rental Vehicles - Liability and physical damage insurance coverage is available on a primary basis for automobiles rented from a rental agency for university business for a short term (30 days or less). Physical damage coverage for rental vehicles is subject to a $1,000 deductible paid to the rental agency and is the responsibility of the department renting the vehicle.
Certificates of Insurance - Rental agencies require proof of insurance prior to renting a vehicle. Most states have enacted laws requiring drivers to have proof of insurance in their vehicle at all times. Evidence of Auburn University's liability and physical damage insurance can be obtained by requesting a Certificate. The department needing this proof of insurance should complete the online form, Request for Certificate of Insurance. The university is not responsible for citations or fines issued to employees for failure to have proof of insurance in their rental vehicle.
The Alabama Mandatory Automobile Liability Insurance Law requires proof of insurance whenever requested by a law enforcement officer. The Self-Insurer Certificate issued by the Alabama Department of Public Safety provides proof that Auburn University is an approved Self Insurer under the Alabama Motor Vehicle Safety Responsibility Act. A copy of this form should be kept in every rental vehicle at all times and can be obtained online at
AU Vehicle Insurance Certificate.
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Business Office · Ingram Hall
Auburn University · Alabama 36849 USA
334-844-5588
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