University of Nebraska Kearney

University Travel

Car Rental. 

Reservations - University travelers are personally responsible for reserving and paying for their own rental car. Arrangements may be made with individual rental car agencies through Travel & Transport, Inc.

Discounts - University travelers are eligible for discounted rates with the car rental companies listed below through E & I Cooperative or Travel & Transport, Inc. To take advantage of a University discount, the traveler must give the Discount ID# at the time the reservation is made.

Insurance.  When a University employee rents a car under contract in the United States, its territories or Canada on University business, the University liability policy will provide coverage in excess of any other policy in force. Rental companies usually offer a short term physical damage coverage. University employees should not pay for these COLLISION DAMAGE WAIVERS (CDW) as the University insurance policy covers physical damage to a rental car.
If the rental vehicle is to be used for both University and personal business, the University insurance coverage will only cover the car for the time the traveler is on University business. If the traveler's personal insurance policy will not provide coverage during the portion of the time when the car is being used for personal business, the traveler may purchase the coverage provided by the rental company but may not submit a claim to the University for reimbursement of the expenses of that coverage.

University Vehicle. The University motor pool may be contacted to reserve a University car for University business travel.

Gasoline Purchases - Each University vehicle has a Voyager card in its folder for purchasing fuel and oil. Most major fuel distributors recognize the Voyager card but in the event the supplier does not accept the card, it will be necessary for the employee to purchase the fuel with personal funds and request reimbursement after the trip. A University procurement card may be used in documented emergency situations.

Personal Vehicle, Use of. When a personal vehicle is used for travel on University business, the traveler may claim either 1) actual out-of-pocket vehicle expenses, including gasoline, for the trip or 2) the standard mileage rate, but not both. Whichever reimbursement method is chosen by the traveler must be used consistently from trip to trip.

Personal Car Mileage - A University employee will be reimbursed for use of a personal vehicle while on University business (excluding commuting miles) at the prevailing standard rate as established by the IRS through its Revenue Procedures.

Effective January 1, 2013, the standard mileage rates for the use of a car (including vans, pickups, or panel trucks) are:

• 56.5 cents per mile for all business miles (increase from 55.5 cents per mile in 2012.)

• 24.0 cents per mile when computing moving expenses (increase from 23.0 cents per mile in 2012.) 

Motorcycles -  A University employee will be reimbursed for the use of a motorcycle while on University business (excluding commuting miles) at the prevailing standard rate as established by the IRS through its Revenue Procedures.

• Effective April 1, 2013, the standard mileage rate for the use of a motorcycle is 53.5 cents ($.535) per mile.
• Prior to April 1, 2013, the standard mileage rate for the use of a motorcycle was 30.5 cents ($.305) per mile.

To determine the standard distance (in miles) between two Nebraska cities, click here:
Nebraska Mileage Chart (MS Excel format). To determine the standard distance (in miles) between a Nebraska location and an out-of-state location, the MAPQUEST website may be used.

Most effective means - University travelers must use the most effective means to accomplish business travel. When the trip is out-of-state, the cost of meals is also taken into account when determining the most economical means.

--Commercial quote. In circumstances where commercial transportation normally provides the most effective means of travel, the traveler must obtain a quote specifying the cost to purchase a "coach" ticket on commercial transportation for the trip.

--Reimbursement. When a University traveler uses a personal car rather than traveling commercially, reimbursement will be made at the lower of 1) the cost of the use of the personal car, or 2) the quoted cost to use commercial transportation. If the trip is out-of-state, the traveler should also make the following notation on the claim for reimbursement: "Mileage in Lieu of Commercial Transportation", and attach the quote thereto.

Commuting Miles - Commuting expenses are defined by the Internal Revenue Service as those expenses incurred in traveling from one's residence to one's regular place of employment and one's regular place of employment to one's residence, no matter how often this occurs during a day. These are considered personal expenses and are, therefore, unallowable expenses when using a personal vehicle.

Traveling to Temporary Work Location - Expenses incurred in traveling from one's residence to a temporary work location are not considered Commuting expenses and are reimbursable when using a non-state vehicle.

Gasoline Purchases - In order to be reimbursed for personal purchases of gasoline, original receipts, upon which the license number of the personal vehicle is written, must be attached by the department's SAP Travel Coordinator to an appropriately executed SAP Travel Expense Statement in the traveler's name and submitted in the normal manner.

Use of University Vehicles - When a car is determined to be the most effective means of transportation, a University vehicle (motor pool) should be used when possible.

Other Types of Ground Transportation. For information on booking other types of ground transportation, e.g. Amtrak, please contact Travel and Transport, Inc. (http://transport.tandt.com/default.aspx).