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- Personal Auto
- Expenses for use of personal automobile are reimbursed at the current IRS mileage rate. Reimbursement based on actual expenses is not allowed.
- Flying vs Driving – If a traveler chooses to drive to a destination instead of flying, the maximum reimbursement is the total cost associated with traveling by air (e.g. including taxi from airport to hotel, etc.). Include the price of the economy airfare with your request. It is the department’s responsibility to include detailed supporting documentation in the travel report to justify that it is less expensive to use a personal car than fly.
- Local Business Mileage – Commuting costs between home and work are not reimbursable. However, if employees incur mileage in excess of their standard daily commute between home and work, they can request reimbursement. Examples are:
- Travel from business location to business location
- Travel to a temporary work location
- Car Rentals
- Employees should seek out moderately priced vehicles (economy or compact class are preferred) to minimize the cost to the university.
- The university does not reimburse for the cost of insurance offered by rental agencies when traveling in the United States, Canada, and U.S. territories. WashU’s auto liability covers damages and legal defense costs for bodily injury and property damage resulting from auto accidents involving vehicles rented for university business. When traveling outside the U.S., Canada, and U.S. territories, travelers must elect to purchase the minimum liability and physical damage insurance coverages offered by the rental agency.
- Rental car extra charges such as GPS devices for domestic travel, satellite radio, and child safety seats are non-reimbursable expenses.
- Purchase of gas for rental car is reimbursable. Mileage rates are not used for rental car reimbursements.