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Additional Transportation-Related Expenses

Directive Statement

This Directive establishes the proper methods of determining expenses eligible for reimbursement for the different modes of travelling, as well as documentation requirements.  All additional transportation-related expenses require a “To” and “From” location on the Travel Expense Report.

Reason for Directive

Additional transportation expenses must be accurately accounted for and taken into consideration as part of the total cost to the University when determining the mode of transportation for a traveler.

Who must comply?

All UF departments.

Parking

Necessary charges for parking will be reimbursed, including airport parking fees.

  • Parking fees $25 and under do not require receipts

The actual amount paid for mandatory valet parking and please indicate that the valet parking was mandatory.  Valet tips that do not exceed $1 per occasion and which were incurred in the performance of official business will be reimbursed.

If you fly out of Orlando International Airport, save on airport parking at The Parking Spot.  UF Faculty and Staff Save 10% year-round.  View UF-specific information on the program.

Shuttle Service

The cost of shuttle service to and from airports, subway, and railroad stations, plus reasonable tips (15%), is reimbursable.

Taxi Service

Taxi fares are reimbursed when public transportation or shuttle service is not practical.  Actual tips paid to taxi drivers shall not exceed 15% of the fare.

  • Taxi fares $25 and under per fare do not require receipts

Baggage

Airline baggage fees require a receipt if over $25.00.

Tolls

Necessary and reasonable tolls are reimbursable.

  • Tolls $25 and under do not require receipts

For tolls related to a rental vehicle, please view the “Rental Vehicles” directive and procedure.

Fines

Traffic and parking fines received while driving rental, personal, or University-owned vehicles are not reimbursable.

Last Reviewed

05/01/2020: reviewed content

Toolkits

UF HR Toolkit – Travel and Expense Module

Contacts

Travel & Employee Reimbursements: (352) 392-1241

travel@ufl.edu

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