University System of New Hampshire
Financial and Administrative Procedures

PERSONAL AUTOMOBILE EXPENSES
Procedure 7-009
Issued By: Controller
Issued Date: 02/01/98

A. USAGE GUIDELINES FOR PERSONAL VEHICLES

  1. When campus owned or leased vehicles are not available, employees may use their personal car for business purposes if it is less expensive than renting a car, taking a taxi or bus, using alternate transportation, or to save time.
  2. Personal vehicles used for USNH business should be adequately insured for public liability insurance protection (BOT VII-A-14.3). Travelers are responsible for insuring their own vehicles. Travelers will not be reimbursed by USNH for collision losses that occur during business use of a personal vehicle. In the event of an accident, the owner's personal insurance provides coverage and the owner is personally responsible for any deductible payable. USNH does not provide any coverage for comprehensive or collision for personal vehicles used on business.
  3. Carpooling is encouraged.
  4. Use of USNH-owned or leased vehicles may be appropriate.
  5. A traveler who elects to drive to a location with available air service will be reimbursed the lesser of: (a) the amount using the rules for reimbursement in Section B below, or (b) the sum of the lowest available airfare plus the cost of transportation to and from the airport. Additional costs of lodging and meals during the period of travel in excess of reasonable equivalent air transport will not be reimbursed.
  6. Travel from an employee's residence to campus is considered a commuting expense and is not reimbursable.

B. REIMBURSEMENT

  1. Travelers will be reimbursed for business use of personal vehicles at the federal government mileage rate in effect at the time of travel. The current rate is available from the Travel Coordinator at 862-2023 (UNH), 358-3477 (Keene), or 535-2252 (Plymouth). It is also available from the Controller's Office website for travel.
  2. USNH reimburses for actual mileage using the most direct route. If the employee is leaving from home or campus on a normal workday, he/she may claim mileage from home or campus, whichever is less. For travel on other than a normal workday, the employee may claim mileage from home. Adequate records must be maintained to document mileage claimed. A mileage chart for distances from the UNH campus to all NH cities and towns is available on the web. Mileage between major U.S. cities is also available on the web.
  3. Tolls, ferries, and parking expenses incurred while on business travel are reimbursable in addition to the mileage allowance. Personal use, parking tickets, traffic fines and penalties, towing charges, accidents and theft losses are not reimbursable.
  4. The standard mileage allowance is in lieu of all actual operating expenses such as fuel, oil, towing charges, repairs, tires, insurance, accident deductibles, etc.

    The official version of this information will only be maintained in an on-line web format.
    Any and all printed copies of this material are dated as of the print date. Please make certain
    to review the material on-line prior to placing reliance on a dated printed version.