You are here

Home » Travel

Motor Vehicle Travel

When traveling on official University business, travelers must use the optins below in sequential order:

  1. State-Owned Vehicle- The University no longer loans or rents vehicles.  If a vehicle is needed for travel, please utilize the listed state contract vehicle rental programs.
  2. Rented Motor Vehicles - A traveler should rent a vehicle from the State’s in-state contracts with Enterprise, National, or Hertz for travel over 99 miles.
  3. Personally Owned Vehicle – A traveler must receive prior approval from their department head to use his/her personal vehicle and be reimbursed more than 99 miles. Reimbursements must be based on the GSA rate for mileage
  4. Group Motor Coach Travel - Charter Bus Services are handled through STM Driven, LLC.  All requests for Charter Bus Transportation should be submitted through the Short's Portal or by emailing STM Driven directly (ngyllin@stmdriven.com).
  5. Student Driver  - Departments requiring students to drive a personal, rental or university vehicle must follow the Standard Operating Procedures for Undergraduate Students Drivers.
  6. Motorcycles/bicycles/mopeds/motorized scooters-  No passengers may be transported, at any time while on official State Travel, on motorcycles/bicycles/mopeds/motorized scooters (including e-scooters) nor shall they be used at any time during official state travel.

•No person is authorized to operate or travel in a state owned or rental vehicle unless that person is an employee of the University.
•All employees must complete the driver safety training course if operating a motor vehicle for University purposes.  For information or to sign up for the course: go to the Office of Environmental Health & Safety.
•In order to receive reimbursement, you must have an approved Chrome River Pre-Approval.

• Hold Harmless Form is required for any non-student/non-employee that is riding in a state owned or rented vehicle.  This is also required when utilizing parking and transit vehicles and busses.

For complete documentation on vehicle travel regulations, please see PPM 49 Travel Policy.