Book Rental Car in Concur

Ground Transportation Policy

Enterprise/National Contract

Hertz Contract

Ground Transportation & Planning

1. Deciding How to Travel (Planning Phase)

The university requires the most cost-effective method of travel. Approvers consider total costs, including employee work time, lodging, and meal per diems.

• Driving vs. Flying: Driving is generally most appropriate for round trips under 1,000 miles.

• Price Comparison: If you drive for personal reasons when flying is cheaper, your reimbursement is limited to the cost of a coach/economy airfare ticket.

• Tooling: Use Concur for rental or air quotes and Google Maps for distance calculations.

• Source: Determining Mode of Transportation Policy

2. Personal Vehicles & Mileage (The “Lesser Of” Rule)

When using your personal vehicle, mileage must be claimed from your home or your headquarter city (primary work location), whichever results in the shorter distance.

• 2026 Rate: $0.725 per mile.

• Policy: Use a personal car only if it is more cost-effective than a rental or if a rental is unavailable.

• Source: Ground Transportation Policy

3. Rental Vehicles

• Requirement: You must use Enterprise/National or Hertz booked through Concur or Fox World Travel.

• Insurance: Do not purchase domestic insurance (it is included in the contract).

• Receipts: A receipt is only required if the expense is over $50. Note: If paid via P-Card, a receipt is always required regardless of the amount.

• Source: Ground Transportation Policy

4. Hired & Public Transit (Uber, Taxi, Train, Bus)

• Receipt Rule: A receipt is only required if the expense is over $50.

• Tips: Reimbursable up to 20% of the fare.

• Workday Entry: You must list the “From,” “To,” and business purpose for every trip in the description field (e.g., “From Hotel to Conference Center”).

• Source: Miscellaneous Travel Expenses Policy

5. Parking & Tolls

• Receipts: Only required if the expense is over $50 (unless paid via P-Card).

• Tolls: Actual business tolls are covered; however, deposits for personal passes (like I-PASS) are not.

6. Workday & Compliance

• 90-Day Rule: Submit your report in Workday within 90 days of the transaction or trip end date.

• Driver Authorization: You must be an authorized driver via Risk Management before you travel to be eligible for any vehicle-related reimbursement.

• Source: Receipt Requirements & 90-Day Policy

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Summary Table

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