Transportation

*Suggestions for cost savings due to the recent budget cuts:

1. Compare personal car mileage vs. car rental with gas reimbursement on one to two day trips
2. Compare actual gas reimbursement vs. personal car mileage
3. Free shuttle service provided by hotel

Personal Car Mileage

History -Mileage reimbursement as follows:

Mileage as calculated by use of the mileage guide is required if both the origin and destination point are listed in the mileage guide. The distance listed in the mileage guide is the maximum number of miles an employee may be reimbursed when the origin and destination point are both listed. For mileage calculation please go to "The Official State Mileage Guide" found on the Worldwide Web: http://www.window.state.tx.us/comptrol/texastra.html

Example #1:
John Smith is traveling round trip via his personal vehicle from UTSA Main Campus to UT System in Austin for a meeting.

PLEASE NOTE: WHEN YOUR DUTY STATION (HDQS) IS UTSA-MAIN CAMPUS OR UNIVERSITY HEIGHTS, PLEASE USE UTSA AS YOUR ORGIN AS ILLUSTRATED ABOVE; IF YOUR DUTY STATION (HDQS) IS ITC OR UTSA DOWNTOWN CAMPUS, PLEASE USE SAN ANTONIO AS YOUR ORGIN AS ILLUSTRATED BELOW:

Example #2: Doug Brown is traveling round trip via his personal vehicle to UT System, however his duty station (hdqs) is ITC

For distance between two locations, for which one or both (orgin or destination) are not listed on the Texas Mileage Guide, an employee may then be reimbursed mileage by keeping log sheets with point-to-point odometer readings or using websites such as Yahoo or Mapquest. Mileage to any point within the boundaries of an incorporated municipality listed in the mileage guide is limited to the mileage allowed to that destination point, unless the specific location is separately listed. Subsequent mileage, beyond the original destination point, between locations in the same city or area (not listed on the mileage guide) may be calculated using odometer or website calculations. When submitting your payment voucher for reimbursement please attach a print out of the Mapquest calculations or a log sheet which reflects the number of miles traveled as well as the odometer starting and finish reading.

EXAMPLE #1-INFO FROM MAPQUEST: UTSA Main Campus to SAISD

Directions			Distance
Total Est. Time: 21 minutes Total Est. Distance: 17.07 miles
	1:	Start out going EAST on N TX-1604-LOOP W toward WALTER BRENNAN.	0.5 miles
	2:	Turn SLIGHT LEFT to take the TX-1604-LOOP E ramp.	<0.1 miles
	3:	Merge onto TX-1604 LOOP E.	0.5 miles
	4:	Merge onto I-10 E / US-87 S toward SAN ANTONIO.	14.4 miles
	5:	Take the FRIO ST exit- EXIT 155B- toward DURANGO BLVD / DOWNTOWN.	0.1 miles
	6:	Take the ramp toward DURANGO BLVD / DOWNTOWN.	0.2 miles
	7:	Merge onto W DURANGO BLVD.	0.9 miles
	8:	Turn RIGHT onto S ALAMO ST.	<0.1 miles
	9:	Turn LEFT onto WATER ST.	<0.1 miles
	10:	WATER ST becomes LAVACA ST.	<0.1 miles
	11:	End at San Antonio Independent School 141 Lavaca St, San Antonio, TX 78210, US
Total Est. Time: 21 minutesTotal Est. Distance: 17.07 miles

Start:
University of Texas
6900 N Loop 1604 W, San Antonio, TX 78249, US
End:
San Antonio Independent School:
141 Lavaca St, San Antonio, TX 78210, US

EXAMPLE #2 LOG SHEET

The Handbook of Operating Procedures 4.28 (A&B) (http://www.utsa.edu/hop/chapter4/4-28.cfm) states that ordinary travel to an assigned work location is not reimbursable. The University provides transportation between the 1604 campus and the Downtown campus therefore mileage is not reimbursable. (For exceptions refer to HOP Policy 4.28). Mileage between all other campus locations (University Heights and Institute of Texan Cultures) or inter-city mileage for official State of Texas business not between UTSA facilities may be reimbursed at the discretion of the authorizing department.

Voucher Requirements:

1. The voucher must state that travel was by a personally owned or leased motor vehicle.
2. Travel locations must be identified on the voucher and mileage must be itemized on a point-to- point basis.
3. Screen print of the mileage calculation.

Coordination of travel (carpooling) must occur when two to four employees, employed by the same department, travel from the same headquarters to the same duty point at the same time. When coordination of travel is required, only one of the employees may be reimbursed for mileage. However, mileage incurred to travel to a pick up point by other employees may be reimbursed. Coordination of travel is not required if it is determined unfeasible for business reasons.

Voucher Requirements:

1. When coordination of travel is determined to be unfeasible, a copy of that determination must be attached to each persons voucher.
2. The determination must specifically say that coordination of travel is unfeasible and list the business reasons.

With the exception of tolls and parking expenses, reimbursement of mileage is inclusive of all expenses associated with the operation of a personally owned or leased vehicle.

An employee may be reimbursed mileage for travel between the employee's home and the nearest airport. If travel occurs during work hours, reimbursement may not exceed the reimbursement that would be received had the employee traveled from headquarters to the airport. The scheduled departure and arrival times of the employee's flight determines whether the travel to the airport was during work hours.

Flight departure time may be adjusted by 2 hours due to the increase in security.

An employee may be reimbursed for the mileage incurred by another person transporting the employee to the airport. The reimbursement may not exceed the reimbursement that would have been paid if the employee had parked at the airport.

Coordination of travel ("four-per-car rule")

Coordination of travel must occur when two, three or four state employees employed by the same state agency travel on the same dates with the same itinerary to conduct the same official state business. If more than four state employees employed by the same state agency travel on the same dates with the same itinerary to conduct the same official state business, then coordination of travel is required for each group of four employees and for any fraction in excess of a multiple of four employees.

When coordination of travel is required, a state agency may reimburse only one of the state employees for mileage to the duty point. Mileage incurred by a state employee to meet at a location or pick up other state employees to coordinate travel to the duty point may be reimbursed.

Commercial Air

The reimbursement for commercial air transportation may not exceed the cost of the contracted airfare. With the exception of a reimbursement from Grants and Contracts, first class airfare may be reimbursed if it was the only available airfare.

The passenger receipt must be original and complete and must reflect the following information:

1. Name of the employee
2. Airline
3. Ticket Number
4. Class of transportation
5. Fare basis code
6. Travel dates
7. Amount of airfare
8. Origin and destination of each flight must be included on the receipt.

Internet airfare or published airfares open to the general public may be used; however, the total of the airfare and any penalties/restrictions costs may not exceed the state contracted rate. When booking arrangements via a internet provider, please be sure that the document you provide for reimbursement purposes, reflects the information as listed above. The back up support must also state that this is a receipt. An itinerary is not acceptable back up support.

Rented Vehicle

When an employee uses a rental vehicle for both personal business and state business, only the portion attributable to state business may be reimbursed. Rental expenses may not be reimbursed if the rental was necessary only because the employee combined personal and state business.

If two or more employees share a rented vehicle, only the employee who paid the cost of renting the vehicle may be reimbursed. Charges for liability insurance supplements, personal accident insurance, safe trip insurance and personal effects insurance are not reimbursable. The charge for an additional driver is reimbursable only if it is for another state employee. A collision damage waiver or a loss damage waiver is reimbursable unless the waiver is included in the contracted rental rate.

Luxury cars must have a justification letter attached to the RTA.

A purchase order may be used for direct billing purposes ONLY when the rented vehicle will be used to transport five or more employees. Such as mini-vans or mini-buses.

Frequent flyer miles and other discounts

Frequent flyer miles that are earned as the result of a business trip, should be used for business purposes. An employee may be reimbursed for the cost of a buy one, get one free promotion. However, the amount of reimbursement is limited to the charges shown on the ticket with the employee's name.

Travel in a personally owned vehicle

Reimbursement is limited to the lower of average coach airfare and related expenses or mileage plus allowable meals and lodging. When additional employees are transported, the average coach airfare of each employee should be used in the comparison. Travel expenses are limited to the day before official business begins and the day after official business ends.

Travel by mass transit, taxi, or limousine

Receipts are not required when traveling within a city by public transportation. However, if public transportation is used between cities, receipts are required.

The cost of limousine transportation may be reimbursed only if it is the lowest transportation available.

Coordination of travel by public transportation must occur when two or more employees from the same department travel to and from the same destination. Coordination of travel is not required if it is determined unfeasible for business reasons.

State accounts may not reimburse tips. Local accounts may reimburse tips limited to 15%.

Voucher Requirements

1. Receipt for public transportation must reference date, destination and cost.
2. When coordination of travel by public transportation is determined to be unfeasible, a copy of that determination must be attached to each persons voucher. The determination must specifically state that coordination of travel is unfeasible and list the business reasons.

Travel by Private Aircraft

Employees may be reimbursed for travel in personally owned or leased aircraft at the rate of 40 cents per highway mile for single engine aircraft and 55 cents per highway mile for twin engine.

An employee may be reimbursed for the cost of renting or chartering an aircraft if the Aircraft Pooling Board provides written approval. An employee may rent or charter an aircraft if a state-owned aircraft is not available or if the rental would reduce the cost of transportation.

Parking

Airport parking is reimbursable at the daily rate only.

Valet parking is only reimbursable when no other parking is available.

Voucher Requirements

1. Reimbursement for valet parking must state no other parking was available.

Updated Sept. 18, 2006

Updated June 25, 2008

Updated June 26, 2008

Updated Dec. 10, 2008