Transportation
Transportation
Overview:
Transportation expenses are reimbursed based on the most economical mode of transportation and the most commonly traveled route consistent with the business purpose of the trip. Common transportation expenses are car rental, personal car mileage, bridge and road tolls, taxi and public transportation.
Car Rental:
The University has negotiated contract rates with several rental car vendors: Hertz, National, and Enterprise. Discount codes and additional information can be located on the UCLA Travel website.
Travelers seeking car rental reimbursement must submit their requests using the Travel Express reimbursement system. All of the following documentation must be provided:
- Original, itemized receipt
- Proof of payment
- Business purpose of the trip
Note the following:
- Car rentals are restricted to economy class vehicles.
- Additional insurance purchase is not reimbursable as this coverage is automatically included when the UCLA contract rate is used.
- Fuel expenses are reimbursable when a rental car is used
Personal Car:
Travelers may use their private vehicle for business purposes if it is less expensive than other alternatives (e.g. airfare, car rental, taxi). Reimbursement for mileage is available when a private vehicle is used. Mileage is calculated based on the shortest route from origin to destination and is reimbursable up to the price of equivalent airfare. Effective January 1, 2011, the reimbursement rate is 51¢/mile.
Travelers seeking mileage reimbursement must submit their requests using the Travel Express reimbursement system. One of the following documentation must be provided:
- Origin and destination addresses
- MapQuest/Google Map route information
Other Transportation:
Other transportation costs are reimbursable up to the actual cost. Travelers seeking reimbursement must submit their requests using the Travel Express reimbursement system. Original, itemized receipts are required for any individual expense exceeding $75.
Examples of other transportation costs:
- Parking
- Tolls
- Bus
- Taxi
- Subway
- Shuttle
- Rail
Updated 5/4/11