Reimbursement of $0.485/mile is allowed when a personal vehicle is used in preference to a UC vehicle. Personal vehicles must have liability insurance in order for mileage to be charged to UC accounts. If the cost of air coach fare to a given destination is less than mileage (e.g., for travel to the East Coast), travelers who drive may be reimbursed up to the amount of airfare cost only, and may not claim mileage. However, airfare may not be claimed when the cost of flying is more than mileage (e.g., for travel to other UC campuses), when transportation is by private vehicle. (Travelers who do fly will be reimbursed for airfare, per receipts.)

The following mileage is authorized to the other UC campuses (from UCSB):

University Vehicles

Various types of vehicles, including sedans, suburbans, pickup trucks and vans, are available on campus through Transportation Services. Reservations are made by calling x2924. MSI must be notified, so that a form authorizing the charge to your contract or grant may be prepared and sent to Transportation Services. Vehicles will not be released unless this paperwork has been received. Charges include a basic daily or monthly rate, plus a mileage cost. These rates vary according to the vehicle used. Information regarding rates may be obtained from MSI or Transportation Services. Please click on the FORMS button to complete the form necessary to request a UC vehicle from Transportation Services.

SPECIAL NOTES
(Apply to all car rental agreements unless otherwise specified)

1. It is CRITICAL that the traveler be identified as a UC Employee, traveling on UC business and that the ID number be provided to guarantee that insurance coverage applies. It is also very IMPORTANT that when the renter is picking up the vehicle, they make sure that the ID number is on the car rental contract before they sign it. If the ID number is not on the contract and an accident occurs, we may not be able to prove that the insurance coverage was included within the rental contract. This would put the insurance responsibility on the renter, not the University.

2. If special or non-agreement rates are used make sure that the free Loss Damage Waiver (LDW) still applies. In most cases when "specials" are chosen, the rental is no longer covered by the agreement. Unfortunately, this is seldom discovered until an accident occurs; by then, it's too late.

Free LDW applies only to business travel in the Continental United States, when correct ID number is used and when renting a vehicle that is covered under the agreement.

Only Alamo, Budget and National offer free LDW in Hawaii.