{"id":286,"date":"2011-06-06T20:41:44","date_gmt":"2011-06-06T20:41:44","guid":{"rendered":"https:\/\/www.bates.edu\/accounting\/transportation-expenses\/"},"modified":"2026-10-28T19:33:22","modified_gmt":"2026-10-28T23:33:22","slug":"transportation-expenses","status":"publish","type":"page","link":"https:\/\/www.bates.edu\/accounting\/travel-and-expense-2\/travel-policy\/transportation-expenses\/","title":{"rendered":"Transportation Expenses"},"content":{"rendered":"\n
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Air Travel<\/h3>\n\n\n\n

Air travel is expected to be the least costly consistent with the itinerary and with a reasonable level of comfort and convenience for the traveler.  Standard accommodations should be used except under exceptional circumstances.  The college pays for business related travel and assumes the risk for business related changes, thus no travel insurance should be purchased.  For planned business travel that includes personal stops, see Business Expense and Travel Policy<\/a>.  Purchased airline tickets may be reimbursed before the travel takes place; see Travel Advances<\/a>.<\/p>\n\n\n\n

Rented & Leased Vehicles<\/h3>\n\n\n\n

Vehicles will be reimbursed up to the standard or full size vehicle class using the College’s preferred rates, see Vehicle Rental Guide<\/a>.  Rented or leased vehicles are not eligible for the Private Vehicle Mileage Reimbursement; however, reimbursement will be made for gasoline, tolls and parking fees.<\/p>\n\n\n\n

Fuel should not be prepaid when renting a vehicle and it is the renter’s responsibility to ensure the vehicle is refueled prior to return.  Rented vehicles often include a toll box that will result in additional daily charges if accessed.  Tolls may be paid through the “Cash Only” lane where a receipt can be requested.  The College will not reimburse employees for parking tickets, fines for moving or toll violations, loss due to theft, or for vehicle towing charges.<\/p>\n\n\n\n

When renting a vehicle within the United States, US Territories and Canada, travelers should decline insurance coverage for Damage Waiver (DW), Personal Accident Insurance (PAI), and Supplemental Liability Protection (SLP), from the rental car agency.  If a vehicle is being rented in Mexico or overseas for business use, compulsory local coverage and physical damage must be purchased.  Vehicles rented for College business must be rented in the employee\u2019s name with the College\u2019s name and address included on the form in order to have protection under College insurance.<\/p>\n\n\n\n

Travelers involved in an accident in a rental car while on College business should immediately notify the law enforcement authority within the jurisdiction where the accident occurred and the Director of Campus Safety at Bates College (207-786-6254). The rental car company should be notified in accordance with the rental car company\u2019s requirements.<\/p>\n\n\n\n

Private Vehicles<\/h3>\n\n\n\n

The IRS mileage reimbursement rate will be paid for the use of a privately owned (not rented or leased) vehicle used for College business at a maximum rate of $100 per round trip (plus travel within the destination) for employees and students, and a maximum of $200 for guests. For vehicle transportation that exceeds these limits, see Rented & Leased Vehicles above.  The IRS mileage reimbursement rate includes reimbursement for gasoline and use of the private vehicle and requires that an adequate level of insurance is maintained by the vehicle owner. Additional reimbursement will be made for tolls and parking fees; however, the College will not reimburse for parking tickets, fines for moving or toll violations, loss due to theft, or for vehicle towing charges.  In the rare case when actual gasoline costs exceed the maximum rates of reimbursement and are most efficient for business purposes in terms of both time and cost, gasoline receipts may be submitted in lieu of mileage reimbursement.<\/p>\n\n\n\n

Mileage reimbursements up to the maximum rates should be substantiated by a mileage calculator such as Google Maps or Mapquest. Since the IRS does not allow reimbursement for commuting expenses, business travel originates from the shorter distance of the College campus or the traveler\u2019s home, to the business destination and vice versa.<\/p>\n\n\n\n

It is the obligation of the owner of a private vehicle being used for College business to carry adequate insurance for his or her protection and for the protection of any passengers.  When privately owned vehicles are used in the course of conducting the College’s business, the owner\u2019s insurance coverage for liability, collision and comprehensive claims will be \u201cprimary\u201d with the College\u2019s insurance coverage providing protection over and above the insurance limits held by the owner on their own vehicle.  Insurance deductibles are the responsibility of the private vehicle owner.<\/p>\n\n\n\n

Mileage reimbursement rates for privately owned vehicles used for College travel within the dates below will be paid as follows, up to a maximum of $100 for employees and students and $200 for guests, per round trip plus travel within the destination:<\/strong> <\/strong><\/p>\n\n\n\n