1. Travelers are to choose the most practical and economical mode of transportation, and are generally to travel the most direct route. Consideration is to be given to the total cost to the University, considering time of the traveler, impact on the productivity of the traveler, cost of transportation, and per diem or subsistence required. All travelers are to comply with the following directives and procedures for reasonable transportation expenditures.

   1. Commercial Transportation
      

      The University reimburses commercial airfares for economy/coach accommodations. First class transportation is not allowed. Business class travel will be acceptable on flights lasting longer than 9 hours. Consideration should be exercised when considering the cost and must be approved by the appropriate departmental individual with budgetary responsibilities. Whenever possible, discounted or reduced round-trip rates should be considered when available. Many airlines discount flights involving a Saturday night stay over. The traveler may consider the option of extending one's stay over a Saturday when the expense of an extra night's lodging and additional meals is less than the savings between the airfare involving the Saturday night stay over and the airfare not involving a Saturday night stay over. Air travel is recommended when the cost of an employee's time is an important factor or when travel time by other methods would increase the subsistence expense.

      The traveler may claim either the mileage rate specified in Section 112.061, Florida Statutes, or the lesser of the state contract fare and the most economical commercial direct airfare available for the same trip. If no state contract fare and no commercial airfare is available directly between the points of travel, reimbursement shall be limited to the mileage rate specified in Section 112.061, Florida Statutes, or the most economical commercial airfare closest to the point of origin and the point of destination.

      A passenger on a private aircraft may be reimbursed for the actual amount charged and paid for his/her fare up to:

      1. The mileage rate specified in Section 112.061, Florida Statutes, or
      2. The lesser of:
         1. the state contract fare, or
         2. the cost of the most economical direct commercial airfare available for the trip.
             

      If no direct commercial flight is available, the most economical commercial airfare closest to the point of origin and the point of destination may be used.

   2. Purchase of Tickets
      

      Transportation arrangements are to be made directly by the traveler/department. The traveler must retain all transportation ticket receipts for purposes of documenting Travel Expense Report reconciliations. This includes showing the purchase amount of the ticket and method of payment.

      Penalties for cancellation of discounted airline tickets, generally referred to as "super saver" tickets, may be paid from university funds only if the cause for cancellation is in the best interest of the University or if the cancellation is due to illness of the traveler or illness or death of a member of the traveler's immediate family, for which an employee is authorized to use sick or administrative leave, therefore, airfare insurance purchases will not be reimbursed. If the ticket is canceled for the convenience of the traveler, the cancellation penalty may not be paid or reimbursed from university funds. Although the savings realized from the use of such tickets may be considerable, it should also be kept in mind that the penalties for cancellation of the tickets are generally substantial. Travelers or persons making travel arrangements should carefully evaluate the circumstances and risk of cancellation prior to the purchase of each such ticket in order to avoid or at least minimize the cancellation penalty on these tickets. When it is determined that it is in the best interest of the University to cancel a "super saver" ticket and pay the cancellation penalty, justification detailing the circumstances surrounding the cancellation must be included in the Travel Expense Report submitted to the University Travel Office. The University will not reimburse for an expense paid for with reward points (i.e., sky miles, motel reward points, or any other reward points). The University will also not allow reimbursement for the value of complimentary travel expenses.

      Charges assessed for the replacement of lost tickets are not reimbursable, and will be borne by the traveler.

   3. Private Automobile
      

      When travel by private automobile is chosen over commercial transportation in order to save time, to transport equipment, or to reduce costs when a number of people are traveling together to the same destination, reimbursement to the traveler is made on the basis of mileage traveled. The reimbursement rate is set at the State of Florida mileage allowance rate in effect at the time of travel, currently 44.5¢ per mile. The mileage allowance covers all operating costs of the vehicle. Repair costs are not reimbursable, whether they result from the traveler's acts or the acts of others. However, parking charges and ferry, bridge, tunnel and road tolls are reimbursable in addition to the mileage allowance.

      An accurate daily record of miles traveled is to be maintained. Upon completion of travel, mileage and expenses are to be submitted on a Travel Expense Report in the Travel and Expense Module.

      The University of Florida generally will not allow reimbursement for on-campus mileage. On-campus is defined as the area of 34th street to 13th street and Archer road to University Avenue. Travelers should use university vehicles when available. If a university vehicle is not available, UF will reimburse the traveler with a written justification from the department head.

      Travelers shall not be paid a mileage allowance for travel between their residence and their headquarters or regular work location. If travel begins more than one hour before or one hour after the travelers regular work hours, the point of origin may be the travelers residence, provided that miles claimed may not exceed the miles actually driven.

   4. Automobile Rental
      

      Travelers whose transportation is provided by rental vehicles shall make use of any State contract for rental vehicles which may be in effect at the time of the travel (currently AVIS and Enterprise). The current State of Florida contract is with AVIS and can be found at the following website:
      http://purchasing.ufl.edu/main_contracts-vehicles.asp#rental

      When making arrangement for car rentals, travelers/originators should make certain to click on "Corporate Rate" to ensure getting the corporate rate after putting in the corporate discount number. If not, a promotional rate will be received without having the insurance coverage when renting for business.

      Failure to use the AVIS or Enterprise contract for rental vehicles will require written justification by the traveler. In the event the traveler fails to justify use of a rental company other than one of the above vendors, any additional cost will be borne by the traveler.

      The state contract requires the rental of a compact (Class B) or less, or a justification, signed by the traveler, of the necessity for a larger vehicle. The state contract with AVIS now includes an additional rental class of hybrid vehicles. AVIS has classified the hybrid rental vehicles as a Class C vehicle. The rental of a hybrid vehicle will be allowed without a justification.

      The cost of rental vehicles may be charged to a University of Florida Purchasing Card, a personal credit card or through an Avis Company Travel Order (ACTO). An ACTO form is used for car rentals to be billed directly to the University. A University Transportation Request form will need to be completed and forwarded to the Travel Office for an ACTO to be issued and can be found at the following website:
      http://fa.ufl.edu/forms/?fid=090#form-090

      An ACTO will be issued and accounted for as follows:

      1. The form will be completed by the Travel Office. The original and first copy will be given to the traveler or travel arranger, with the third copy being retained in the Travel Office. A separate ACTO must be requested for each individual car rental.
      2. Reservations are highly recommended. Be sure to retain the confirmation number for future reference. In the event a compact size vehicle is reserved but at the time of rental is not available, a larger vehicle should be substituted at no additional cost.
      3. ACTO's should be used only when vehicle rentals are required for official business. In the event a rental vehicle is for a business trip combined with portions of annual leave an ACTO may not be used. It is suggested that the traveler pay with a credit card, requesting travel reimbursement for only the portion of official business usage.
      4. If it is necessary to rent a vehicle from a non-contract vendor, the renter should purchase collision and comprehensive coverage insurance on the rental vehicle through the vendor. Do not purchase liability coverage. Contingent upon the employee being at fault, the University will accept liability for damages to the other vehicle.
      5. The department is required to get an ACTO for all visitors so that state contract rate may be obtained. AVIS will not allow the state rate for rental vehicles to a non-UF employee unless this directive is followed.

      The AVIS contract no longer reimburses the traveler for gasoline purchases. AVIS recommends returning the vehicle with a full tank of gas. The use of the University of Florida purchasing card may be used for gasoline purchases on rental vehicles.

   5. Miscellaneous Transportation-Related Expenses
      
      1. Tolls
         Necessary, reasonable tolls are reimbursable. Tolls $25 and under do not require receipts.
      2. Parking
         Necessary charges for parking will be reimbursed, including airport parking fees. The actual amount paid for mandatory valet parking and for valet tips that do not exceed $1 per occasion and which were incurred in the performance of public business will be reimbursed. Parking fees $25 and under do not require receipts.
      3. Traffic Fines
         Traffic and parking fines received while driving rental, personal, or University-owned vehicles are not reimbursable.
      4. Shuttle Service
         The cost of shuttle service to and from airports and railroad stations, plus reasonable tips (15%), is reimbursable.
      5. Taxi Service
         Taxi fares are reimbursed when public transportation or shuttle service is not practical. Actual tips paid to taxi drivers which shall not exceed fifteen percent (15%) of the fare will be reimbursed. Taxi fares $25 and under per fare do not require receipts.