This is considered employer convenience. Employees are eligible for 50 percent reimbursement when a supervisor determines that a rental car or state motor pool vehicle is the preferred means of transportation, but an employee chooses to drive their personal vehicle instead. This is considered employee convenience. When driving a personal vehicle while conducting official business, an employee's personal insurance is primary.
In the event of an accident, the UNLV department may be liable for excess costs not covered by the employee's insurance. Mileage to and from the airport is calculated from UNLV unless the flight is before or after normal work hours or on the weekend.
If an employee is dropped off at the airport, mileage may be claimed for drop-off departure and pick-up arrival. Contact the Accounts Payable department at with any questions or concerns regarding the mileage reimbursement policy.
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Approvers should confirm that the attached receipts are legible. Skip to main content. Menu Main menu. Expense report submission Expense reports should be submitted within 45 calendar days from the end of the trip, or the hosted event, or within 45 days of the transaction date for purchases of supplies or other business expenses. Prepayment for future use including: Uber cash Ride with Via Etc.
Air reservations should be booked at least 14 days in advance when possible. Travelers should select the lowest-price fare within the bounds of the most logical schedule.
Federal regulations require that US carriers be used for both foreign and domestic travel unless one is not available. In the event travelers have to change a flight, an explanation is required if the change incurred additional costs. Travelers must state the business reason for the need to alter the flight reservation, and the total cost of the flight should be evaluated and approved as reasonable by the approver on the final expense report submission.
Car Rental Guidelines for reserving a rental car: Whenever possible, reservations should be made through Concur or through an agent-assisted call at or This ensures that proper waivers are met and discounted university rates are applied.
However, when traveling to destinations outside the continental US and Canada, Risk Management recommends that travelers accept collision insurance. In the event of an accident while driving a rental vehicle, contact Risk Management for claim handling.
Reimbursement will be made for reasonable charges for gasoline. Maintenance and oil changes are the responsibility of the rental company and will not be reimbursed by the university. Train Travel The university will reimburse the cost of train fare up to the cost of coach airfare. Personal Car Mileage Mileage reimbursement At times, a personal vehicle may be used in order to save time, transport equipment, or reduce costs when several people are traveling together on university business travel.
Guidelines for reimbursement: Effective January 1, the mileage reimbursement is Lodging Max and Meal Rate Calculator. Submit Website Feedback. January 25 am - am. December 22, December 9, This applies to both U. S and non-U. Starting December 6, all air passengers, regardless of vaccination status, must show a negative […].
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