![]() ![]() Travelers (or their designees) must document the justification on the applicable expense report.įor a list of preferred vendors, refer to Private Car Service. Use of a private stretch limousine should be limited to situations involving multiple passengers or exceptional circumstances. The decision to use a private car service should be made jointly by the traveler and departmental business office, based on an analysis of cost and business requirements. The University allows the use of a private sedan or town car service when the cost is reasonable and consistent with business requirements. When traveling away from University locations, however, travelers may utilize, and Yale will reimburse for, reasonably priced Zip cars, taxi services, or rideshare services. Yale does not reimburse, or otherwise pay, for the use of Zip cars, taxi service, or rideshare service (e.g., Uber, Lyft, etc.) for travel between University locations. If a rental car accident occurs, travelers must submit a written accident report to the rental car company, local authorities (as required), and Yale’s Risk Management Office.įor additional information, including insurance coverage for rental vehicles, see Policy 3301, Section 3301.3. The Office of Risk Management does not extend Yale’s insurance coverage to these vehicles. Note : Yale does not permit the rental of 12- and 15-passenger vans for University business because of the possibility of serious accidents and injury to passengers. traveler must be at least 25 years old (some car rental companies have lower or higher age restrictions and may charge an additional fee refer to the individual car rental company for specific requirement).traveler must have a Yale PCard or major credit card in their own name.traveler must have a valid driver’s license.In general, rental companies require the following to rent a vehicle: For a list of preferred vendors, see Ground Transportation. When renting a vehicle for University travel, travelers (or their designees) are expected to rent a reasonably priced vehicle (e.g., compact or midsize passenger car), consistent with business requirements. ![]() For additional information, see Policy 3301, Section 3301.3. Travelers will, however, be reimbursed for tolls and reasonable parking fees. This rate covers the cost of vehicle usage, including gasoline the traveler will not be reimbursed separately for gas expenses. The use of a personal vehicle for University business will only be reimbursed at the federal mileage allowance rate for business travel, published in the Controller’s Office Fact Sheet. For example, when complementary shuttle services (e.g., from a hotel) are available and practical, travelers are strongly encouraged to use such services.Įmployees may use their personal vehicles for business purposes. In general, travelers (or their designees) are expected to select ground transportation that is reasonably priced, consistent with business requirements. Prior to making ground transportation arrangements, travelers and their designees should familiarize themselves with the ground transportation principles in Policy 3301, Section 3301.3. They may, however, be used for making personal hotel and car rental arrangements. Note: Yale’s preferred travel service ( World Travel) and other travel services offered through Yale (i.e., Egencia or WorldTek) are set up expressly for travel on University business, and they may not be used for making personal air or rail arrangements. This allows travelers to take advantage of University-negotiated discounts. The University strongly encourages travelers (or their designees) to make travel reservations using World Travel. In such instances, travelers and their designees are expected to comply with the relevant guidance. Note: travel on sponsored awards may be governed by different effective practices. While the optimal booking time may vary, the effective practice is to book travel as far in advance as possible when plans become firm. Travelers (or their designees) conducting Yale business are encouraged to plan their travel as far in advance as possible, as the availability of lower fares and rates is generally greater when reservations are booked well in advance. Prior to making travel arrangements, travelers and their designees should familiarize themselves with the general travel principles in Policy 3301, Section 3301.1, and the additional expectations specific to the type of reservations planned. Travelers (or their designees) conducting Yale business are expected to be prudent when selecting transportation and accommodations. General Principles of Making Travel Arrangements ![]()
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