UW-Parkside Business travel reminders
If you're driving on university business, these important reminders can help ensure a smooth trip.
Vehicles for University Business
The fleet of campus-owned and maintained vehicles no longer exists. Persons traveling on university business have the option of using a personal vehicle or renting a vehicle from Enterprise, National, or Hertz, which are all included on the Wisconsin state vehicle rental contract.
According to Facilities Management Director Don Kolbe, switching from a UW-Parkside fleet to rental vehicles ensures cars are available when needed. On some occasions, Kolbe said, Facilities Management was unable to provide a fleet vehicle because all were in use.
Regardless of whether someone chooses to use a personal or a rental vehicle, drivers must be authorized by the university to drive for university business. A driver's authorization form should be submitted a minimum of two weeks prior to travel.
In general, UW-Parkside employees and students are allowed to ride as passengers in vehicles being used on university business. Non-employees are, in most cases, not allowed to ride in vehicles being used on university business due to additional liability exposure. Please contact the Safety & Risk Management Office for more information or refer to the official UW System policy.
To reserve a vehicle from any state authorized rental agency, authorized drivers must access contract information available on the UW-Parkside campus "J" drive. Rental vehicles should be reasonable in terms of size and cost based on the number of passengers. More information regarding vehicle rentals can be found at the UW System travel regulations website.
Information regarding rates, insurance coverage, etc., can be found at the UW System website. Free collision and liability insurance is included in most rentals. You must indicate you are renting a vehicle for state of Wisconsin business, and you must decline the insurance coverage.
Employees are required to provide UW identification to receive state rental contract rates. Student drivers also are required to present the "state of Wisconsin tax exemption" and contract letter to the rental vendor as approval to rent a vehicle under the contract. Refer to section F of the UW System policy.
A state purchasing card or a U.S. Bank travel card must be used for payment of car rental costs. The original rental agreement and receipts for gas purchases must be submitted for reimbursement with use of the U.S. Bank travel card. Refer to the UW System policy, section G.
Personal Vehicle Reimbursement
UW System travel regulations regarding the use of privately owned vehicles or motorcycles state: "The allowable reimbursement for the use of a privately owned vehicle or motorcycle shall not exceed the lowest cost of the most practical means of public transportation (railroad, bus or commercial airplane) between such locations. A cost comparison between driving and the most practical means of public transportation (usually the lowest logical airfare plus estimated ground transportation costs) should be provided."
At times, a rental car can be less costly than using a personal vehicle. The cost comparison tool has cost comparison information for driving vs. flying as well as rental car vs. personal vehicle vs. fleet vehicle. This is available on the UW System web site.
If a privately owned vehicle is transporting two or more passengers in addition to the driver, the driver is eligible for an additional 1-cent per mile reimbursement.
Charges Not Reimbursed
Charges for repairs, towing, or locksmith services, jump starts, lubrication, traffic citations, parking tickets, etc., related to a personal vehicle being used for university business are the employee's responsibility and are not reimbursed.
Personal Vehicle Insurance Coverage and Limitations
Anyone driving a personal vehicle on university business needs to have an approved driver authorization form on file in the Safety & Risk Management Office.
If you are involved in an accident while driving a personal vehicle on university business, any damages to your vehicle are covered by your own auto insurance, and you are responsible for your deductible.
Additionally, your personal auto liability insurance must provide coverage for medical expenses and other liabilities.
In many cases, auto insurance policies contain "business use" exclusion clauses and do not provide coverage if you are driving your personal vehicle on work-related business. It is the responsibility of each driver to contact their insurance agent to determine if "business use" coverage is necessary before driving their own vehicles for university business.For other business travel questions, contact Business Services or the Safety & Risk Management Office, or refer to the UW System driver authorization and vehicle use web site.