Ground Transportation

Vehicle rentals must be reserved through preferred university contracts with Enterprise/National (Big Ten) or Hertz (NASPO/WSCA) via Concur or Fox World Travel. Direct vendor booking using official contract IDs is permitted if agency tools are unavailable.

Contracted domestic rentals include Collision Damage Waiver (CDW) and Loss Damage Waiver (LDW). Travelers must decline optional insurance at the rental counter; extra insurance fees are non-reimbursable. For international rentals, Risk Management requires purchasing local rental agency insurance.

If a contracted vehicle is unavailable, an alternative rental company may be used. Documentation demonstrating that contracted vendors were unavailable should be collected at the time of booking.  Collision/liability insurance must be purchased through that rental company. 

The cost of gasoline for business use of a rental vehicle is payable or reimbursable.

Reimbursed on a per-mile basis using official university rates based on the most direct route. 

1. Track your miles. Keep a record of the miles you drive for university travel. Mileage is calculated from point A to point B. The university will reimburse you for miles from your home or your headquarters location, whichever is less. 
2. Submit your mileage through Workday via an expense report. No receipts are necessary; gas cannot be claimed when claiming mileage. 

Personal auto insurance serves as primary coverage in the event of an accident while driving a personal vehicle on university business.

Mileage between a traveler's residence and regularly assigned primary headquarters is non-reimbursable.

Taxis, rideshares (Uber, Lyft), airport shuttles, and local transit are reimbursable when necessary for business conduct. Travelers are encouraged to utilize complimentary or low-cost hotel/airport shuttles when available.

 Driver tips are reimbursable; use your best discretion when tipping. 

Passenger rail travel is limited to standard coach class. Roomette accommodations are permitted only for overnight rail travel.

Rail travel may be booked through Fox World Travel dedicated agents, or directly with the carrier.

Authorized driver status is required before you:

Any employee, student or volunteer operating a vehicle (State/University owned or leased, rental, or personal) on university business.

1. From the Workday Home Page, click on the Profile Icon. 
2. Click View Profile. 
3. Select Job on the left side menu.
4. Select the More drop-down. 
5. Select Additional Data. 
6. Confirm Authorized Driver status of “Yes”.
   NOTE: If no Authorized Driver information is available, you are not an authorized driver. 

See more: https://kb.wisconsin.edu/workday/internal/148651

Employees do not need to renew their status. 

Student, Volunteer, Limited Term Employee, and out-of-state driver authorizations expire one (1) year from submission date and need to re register through the VUA portal. 

All drivers must register with the Department of Administration (DOA) Enterprise Fleet Management System

(Out of state applicants do "not" need to provide a drivers abstract - please disregard that request during the application process)

Out-of-state drivers will be sent a separate email from HireRight, our third-party partner, which obtains a copy of the applicant's driving abstract. Please respond to this email immediately. (May be found in "junk" email folder)