• Mileage reimbursement is not permitted for travel within a 25 mile radius of CNU.
• Travel exceeding 50 miles per day, a CNU pool vehicle or an Enterprise rental car should be obtained through the CNU Parking and Transportation Office.
• $.246/mile is the current reimbursement rate for use of a personal vehicle when a state vehicle (CNU pool vehicle or Enterprise Rental Car) is available, and the personal vehicle is used for the convenience of the employee.
• $.50/mile is the current reimbursement rate when a personally-owned vehicle is cost justified and/or a state vehicle is not available. Since CNU pool vehicles and Enterprise rental cars are readily available through CNU Parking and Transportation, reimbursement at this rate should be avoided. It is expected that a good faith effort will be made to use the Enterprise Rental contract or CNU pool vehicle when practical. If a personal vehicle is considered, the State's Trip Calculator must be used to conduct a cost/benefit analysis to determine whether a personal vehicle or pool or rental vehicle is more cost effective. The trip calculator can be found at the follwoing website address: www.dgs.virginia.gov/OfficeofFleetManagementServices/TravelPlanning/tabid/170/Default.aspx

• CNU pool vehicles are available for use from the CNU Parking and Transportation Office. The current daily rates are $38 for a sedan; $46 for a mini-van; and $72 for a passenger van.
• If a CNU vehicle is not available, a vehicle can be rented from Enterprise Rent-A-Car by going through the CNU Parking and Transportation Office. Standard size vehicles rent for $31 per day. The negotiated price is only available by going through the CNU Parking and Transportation Office.
• Use of a CNU pool vehicle or Enterprise rental car allows CNU faculty and staff to use the Voyager Fuel Card, which enables CNU to purchase fuel at a substantially reduced price.
• Information concerning use of CNU vehicles and obtaining a rental car is available on the CNU Parking and Transportation website http://parking.cnu.edu or by dialing extension 4-7129.

Mileage between the employee residence and base point incurred on a scheduled workday is considered commuting mileage. Commuting mileage and other commuting costs incurred on normal workdays are considered a personal expense and are not reimbursable. Total commuting distance is measured as the mileage from an employee’s residence to base point and return.

Reimbursement of car rental expenses is limited to official business use only and normally only necessary after reaching the destination of travel.  Car rentals may be made through commercial rental agencies.  The traveler must select the most economical contractor and type of vehicle available, and acquire any commercial rate or government discount available when the vehicle is rented.  When possible, rentals should be arranged through a travel agency that has contracted with the Commonwealth to perform such services.

In most cases, rental vehicles would only be necessary after reaching the destination of travel.  However, for travel initiated from the traveler's base point, the traveler may conduct a cost/benefit analysis to determine if it is beneficial for the State to use a rental car in lieu of a personal vehicle for the planned trip.  The cost/benefit analysis should consider the cost of the rental car, any surcharges, and the cost of fuel for operating the rental vehicle.  If this analysis, demonstrates that it is cost effective to obtain the rental car and agency permits, a rental car may be used, and the analysis must be attached to the Travel Expense Reimbursement Voucher.

The option to purchase insurance offered by rental car contractors depends upon the following circumstances:

• Rental Car
• Plane
• Train
• Bus
• Taxi or Shuttle and other "for hire transportation"

Public transportation rates must not exceed those for tourist or coach class accommodations. Receipts for such expenses must be retained for submission with the travel voucher. Because of the liquidity of air and rail tickets, any unused portions must be returned to the agency for credit. Each agency should have a written policy and assigned responsibility for obtaining and controlling airline and rail tickets, particularly any unused portions.

Charges for changes to tickets/reservations to accommodate personal comfort, convenience and taste are NOT reimbursable. Change fees must be explained on the Travel Expense Reimbursement Voucher.

For taxis, shuttle vans and other forms of "for hire transportation", receipts are required only if the reimbursement claim exceeds $10. Additionally, a reason should be identified on the voucher for the necessity of the "for hire transportation." On a day trip where no per diem is reimbursed, a maximum of 15% of the taxi cab or shuttle service fare is reimbursable as a tip. For reimbursement, the Travel Expense Reimbursement Voucher must be divided into one amount for the fare and one amount for the tip. Receipts are not required for the tip reimbursement.

Public transportation from place of lodging to restaurants is allowed only for official business needs.

Agencies and institutions have three options available for the purchase of air and rail tickets:

• Small Purchase Charge Card (SPCC)
• Personal Credit Card

Direct billing by travel agencies for the purchase of airline tickets is not allowed.

Airline or rail travel cannot exceed the rates charged for tourist/coach fare. Reimbursement for first class air or rail travel is prohibited.

Note: Boarding passes are required for all air and rail reimbursements made directly to the employee.