Personal Automobile

Personal Vehicle Use 

• When traveling for business, UNI employees must first consider using a Motor Pool vehicle.

• If a motor pool vehicle is not an option, University employees may use their personal vehicles. However, they assume all associated risks and are personally responsible for all costs of operation.

• A valid auto insurance policy covering the vehicle in use is required. For clarification on university-provided coverage, refer to the Excess Liability section of Policy 9.63. 

Mileage Reimbursement

• Reimbursement is based on the current mileage reimbursement rates.

• Mileage should be calculated from the traveler’s home or permanent work address, whichever is shorter.

• Travel must follow the most direct route.

• Any significant deviations from standard map distances must be explained in the reimbursement request.

Non-Reimbursable Expenses

• Fuel costs

• Vehicle maintenance and repairs

• Towing services

• Lost key access charges

• Parking fines, traffic violations and missed tolls

• Liability and property damage

Fuel Expenses

• Fuel expenses for personal vehicles are not eligible for payment using a University Travel & Hospitality (T&H) card. Travelers must cover fuel costs out of pocket and submit a mileage reimbursement request upon completion of travel.

• For motor pool vehicles, fuel should be charged to the designated gas card provided by Motor Pool. These expenses should not be charged to a University T&H card.