Reimbursement for transportation is normally based on the lowest cost mode of transportation available regardless of the mode of transportation selected by the traveler.

Personal Vehicle | University Vehicle | Air Travel | Rental Vehicles | Airfare Equivalence

Personal Vehicle

1. The University will reimburse the traveler at the annually approved rate per mile as set by the applicable IRS rate for automobiles based on point-to-point mileage between cities as indicated in the Mileage Table (if the locations are not listed on the Mileage Table, use the following site http://www.randmcnally.com/mileage-calculator.do) unless actual business miles are documented with odometer readings per trip and the business purpose is explained.
2. If University business requires travel to several points within a city, then reimbursement is based on actual mileage for such travel. The traveler must submit odometer readings and explain the business purpose.
3. When two or more employees travel to the same meeting or destination by personal automobile (or by University vehicle), they should travel together unless a justifiable business reason prevents it, and advance approval is obtained from the Department Head. Only one will be reimbursed for the mileage allowance.

University Vehicle

1. The University has available a 15-passenger van for use by travelers on official local Baylor business.  Although this is a 15 passenger van, the Risk Management Department restricts the total passengers for this van to 10, including the driver.  Reservations for the van are made with the University Purchasing Office, Ext. 8201.
2. The user's department is charged an annually approved rate per mile for use of the van.

Air Travel

1. The University has contracted with travel agencies to assure consistent service and best rates and to maximize negotiating leverage with airlines. For preferred method of arranging air travel, see the Travel Agency Authorization Form.
2. Direct airline booking or internet airfare charged to a personal credit card or University travel card will be allowed if there are cost savings. A Travel Authorization Form (TAF) or other written documentation should be completed by the traveler and approved by the traveler's Department Head. The traveler is responsible for airfare purchases that the Department Head does not approve. The traveler is forfeiting services that contracted agencies provide (name change, date change, cancellation, etc.) To receive reimbursement, the original dated receipt must be attached to the ER.
3. The traveler should make flight reservations at least three (3) weeks prior to travel to assure the greatest opportunity to obtain the lowest fare possible.
4. The traveler should indicate flexibility to the travel agency regarding time of departure, time of arrival and routing of flights and alternate airports (Waco, DFW, Love Field, Killeen, Austin). The travel agency must offer the least expensive routing for air travel based upon the traveler's flexibility. If the least expensive routing is refused for any reason, the least expensive rate and the reason for non-acceptance must be noted on the traveler's requisition for airfare.
5. First-class travel will not be reimbursed.
6. The traveler is responsible for any expense incurred as a result of lost tickets or change in itinerary due to personal reasons. Expenses incurred due to lost tickets or change in itinerary for business reasons must be documented and approved.
7. When two-for-one tickets are used that allows a non-University employee to accompany the traveler, the traveler will reimburse the University for the difference between a single ticket price (applicable at the time of ticketing) and the two-for-one ticket price.
8. To comply with Terms and Conditions set by airlines the following procedures are prohibited:·
   • Back to Back Ticketing: The combination of two or more round-trip excursion fares end to end for the purpose of circumventing minimum stay requirements.
   • Throwaway Ticketing: The usage of round-trip excursion fare for one-way travel.
   • Hidden City/Point Beyond Ticketing: Purchase of a fare from a point before the passenger's actual origin or to a point beyond the passenger's actual destination.
     
9. Frequent flyer miles earned on travel funded by the University may be maintained and redeemed individually by the University traveler for personal or business use. Whenever possible, University personnel are encouraged to redeem frequent flyer miles earned while traveling on University business to fund other University business travel. Because it is impractical to track whether frequent flyer miles are earned from personal or business travel and the difficulty of valuing frequent flyer miles redeemed, Baylor will not reimburse personnel for University business travel tickets purchased with frequent flyer miles.

Rental Vehicles

Vehicle Rentals Originating Out-of-town

1. The University will reimburse the traveler for a standard size rental vehicle when necessary for authorized University travel at the destination and when approved in advance by the Department Head.
2. The traveler should decline "Collision Damage Coverage" and "Travel Accident/Life Insurance." The traveler may wish to accept both of these coverages if the vehicle is to be used for personal purposes. Traveler must pay for such personal coverage.
3. The traveler should purchase fuel before returning the vehicle to the rental agency to avoid the high fuel cost at the agency unless fuel is included in the rental fee.

Vehicle Rentals Originating in Waco

1. The University has established an agreement with Waco Enterprise Rent-A-Car to provide cars and vans for University travelers whose vehicle trip originates and terminates in Waco.
2. Call Enterprise at 714-1131 and provide traveler's name, department name, 7-digit department number, department phone number and date/time for pick-up and return.
3. A rental vehicle should be used only if the cost is less expensive than reimbursing the traveler for personal vehicle use.
4. The traveler should decline "Collision Damage Coverage" and "Travel Accident/Life Insurance." The traveler may wish to accept both of these coverages if the vehicle is to be used for personal purposes. Traveler must pay for such personal coverage.
5. Rate - This information is located on a secure server and requires a BearID and password. Please use this link: RATES LINK.
6. Mini- and full-size vans are available for groups.
7. Enterprise will charge the University for the actual cost to refuel the vehicle upon return.

If the traveler has an accident, it should be reported to the Coordinator of Insurance and Risk Services Office, Ext. 8985, immediately upon return to the University. Send copy of accident report to the Coordinator of Insurance and Risk Services, One Bear Place #97191.

Airfare Equivalence

1. If a traveler takes his/her personal vehicle on an approved University business trip that entails distant travel, the University will reimburse the lower of the airfare equivalent amount or actual costs.
2. The airfare equivalent amount must be determined on the same basis as if air transportation were to be used. The traveler's ER must include documentation of the airfare equivalent amount at the time of the trip. Also included in the airfare equivalent amount is reimbursable mileage to and from the airport (if flying out of Waco is not included in the airfare) and the remote parking fee. The airfare equivalent amount will be compared to the total of meal, lodging and mileage (point-to-point from Waco) costs claimed. Since traveling by automobile usually takes longer than flying, the Department Head must approve the airfare equivalent option prior to departure.