Accounting Office

Car Rental and Ground Transportation

The use of rental cars is authorized in situations where commercial transportation facilities are either not available or their use is impractical or more expensive. The size of the rental car should be consistent with the number of travelers and the business requirements of the trip. Willamette University has negotiated discounts with several car rental agencies. The list is available at www.willamette.edu/dept/travel/index. In general, travelers should make car rental reservations directly with Willamette University Travel Center or Orbitz for Business to take advantage of the negotiated discount rates. Rental car must be refilled prior to returning the car to the Rental Car Company.

Within Salem - Motor Pool

A vehicle reservation request form is required with current information, including proper budget authority signatures, and travel dates/times in order to confirm your reservation for 12 passenger vans, and rental cars. Before using vehicles, be sure you have read the motor Pool Policy http://www.willamette.edu/dept/facilities/policies/motor_pool_policy.html and are familiar with the institutional policy procedures.

Insurance

Faculty, staff, and students who rent vehicles in the course of conducting University business within the United States should decline liability/physical damage insurance offered through the rental company. Insurance coverage is provided through the University's vehicle insurance policy. Drivers under age twenty five, when renting a vehicle, should contact the Travel Center for additional information at www.willamette.edu/dept/travel/index or 503-370-6388. For all auto rentals where travel will occur outside the United States, insurance coverage will generally be necessary. (Please contact the travel center for further details.) Travelers should accept liability and damage insurance coverage offered by the car rental company, the cost of which will be reimbursed to the traveler.

Prior to the trip, travelers should print a copy of Willamette's insurance ID card at http://www.willamette.edu/dept/travel/pdf/car_insurance_card.pdf or contact the Travel Center at (503) 370-6388 to request a card.

Any incident/accident involving a rental vehicle while on business travel must be reported to Campus Safety as soon as possible at 503-370-6911.

Personal Automobiles

Employees may use their personal automobile for business purposes if it is less expensive than other modes of transportation and saves time. Contact your budget officer {e.g., Department Chair, Director, Dean, or Vice President} for prior approval. The use of a personal automobile for University business will be reimbursed at $0.50 per mile. This rate covers the cost of vehicle usage, including gasoline.

When a private automobile is used primarily for the convenience of the traveler, reimbursement will be limited to the cost of the lowest-priced airfare between the nearest commercial airport serving the origin and destination city or the applicable rail coach fare, whichever is lower.

Other Transportation - Ground Transportation

The most economical mode of transportation should be used between the airport, and rail terminals to your hotel. Many hotels offer complimentary shuttle services that should be used when available. Taxis and buses are often the most economical and are reimbursable expenses.

Private Sedan or Car Services

Private sedan or car services to and from places of business, hotels, airports or railroad stations are discouraged. Generally these services are more expensive than taxis, shuttles, and public transportation. These services should be used only when more economical modes of transportation are not available, or are extremely inconvenient or inconsistent with business requirements.

Hut Transportation

Hut transportation between Salem Red Lion Hotel and Portland International Airport will be reimbursed when traveling on University business. Reservations are required. To make reservations and view time schedule visit www.hutshuttle.com (Receipts are required for reimbursement.)

Airport Parking

Willamette University has negotiated hotel rates at the Radisson Portland Airport and free parking (up to maximum 10 days) with one night hotel stay. Willamette University offers a negotiated discount daily rate at Park and Fly for Employees. Parking at the airports economy parking lot is strongly encouraged. Visit www.willamette.edu/dept/travel/index for more information.