Business Travel and Entertainment Policies

Use of Personal Vehicles for Business Use

Employees are permitted to use their personally owned vehicle when a personally owned vehicle is cost-beneficial to the University. University employees who use their personal vehicles for approved business purposes will receive a mileage allowance equal to the Internal Revenue Service mileage allowance for such usage. This allowance is to compensate for the cost of gasoline, oil, depreciation, and insurance costs. The miles submitted for reimbursement must only be those miles specifically pertaining to the business purpose. Miles associated with side trips or other personal purposes should be excluded from the reimbursement calculation. Longer trips should compare the costs of driving versus the costs of flying and supervisor approval should be obtained and documented.

Employees who utilize personal vehicles for company business should ensure they have adequate auto liability coverage for bodily injury and property. It is recommended that limits of a minimum of $100,000/$300,000 be in place. University employees who use their personal vehicles to drive students to University sponsored events must show evidence of having the $100,000/$300,000 limits.

Employee must ensure their vehicle satisfies the requirements of the Motor Vehicle Act and other applicable state statutes. Employees should also ensure their personal vehicle is in good working order by checking the following:

  1. Tires should have adequate tread life and pressure.
  2. Brakes should be in good working order along with good levels of brake fluid.
  3. Steering and suspension should be in proper working order. Power steering fluid levels should be adequate, pump should be working, and all belts should be in good working order.
  4. All lights should be tested, including headlights, brakes lights, turn signals, running lamps, etc.
  5. Windshield wipers should be in good working order.