Travelers are expected to travel via the least expensive, most direct, and efficient means available. This includes University-owned vehicles, taxis, limousines, transporter services, and rail service.

• Employees traveling to the same destination should consider sharing ground transportation whenever possible.

UNIVERSITY-OWNED VEHICLES

• University-owned vehicles shall be used for official business only.
• An operator of a University-owned vehicle shall only transport passengers traveling on official University business.
• A mileage log must be maintained for each University-owned vehicle, identifying the date and purpose of each trip and the beginning and ending odometer reading.
• Reimbursement will be allowed for necessary expenses, such as charges for fuel, oil, garaging, parking fees, toll charges, and reasonable charges for car washing.
• Any operator of a University-owned vehicle must be employed by, or working on behalf of, the University and have a valid driver’s license to be covered by the University's Automobile Insurance Policy.

ACCIDENTS INVOLVING UNIVERSITY-OWNED VEHICLES

Any accident in which a University-owned vehicle is involved must be reported in writing on a Loss Notice Form to the Treasurer’s Office, (413) 587-2050, as soon as possible (see Appendix K).

• Travelers are advised to give the other driver the University’s insurance company’s name and number, Hanover Insurance, (800) 332-2778.

TAXIS

Receipts for taxis are only required for taxi fares exceeding $25.00.

• Limousine and transporter services are allowed as reimbursable expenses only if the cost is less than, or equal to, the cost of a customary taxi charge.
• Service for these modes of transportation that exceed the costs of a customary taxi charge are allowed only when justified business reasons preclude the use of more economical modes of transportation.

RAIL SERVICE

Travelers may use rail service as a means of transportation when convenience and financial savings are achieved.

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Last Updated: 11/24/03