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  Home > Travel FAQs

Travel FAQs

The following is a list of frequently asked questions. Simply click on the underlined portion of the topic to see the answer.

Car Rental:
May I use the contract vendor for personal rentals?
May I rent a commercial vehicle rather than a University fleet car or use my personal vehicle?
I can get a better rate from non-contract vendors. Why is that?
Why should I enroll in the contract vendor's Express Service Program/Club?

Corporate Travel Card:
What if I have a business need for a higher limit?

Frequent Flyer:
What do I do with Frequent Flyer miles that accrue while I am on a business trip for the University?

Hotels:
Can I use the Purchasing Card to pay for lodging?
Can I use the U-Wide Local Hotel Contract for personal use?

Mileage Rate:
What is the mileage reimbursement rate for use of a personal vehicle?

Miscellaneous:


Car Rental

Q: May I use the contract vendor for personal rentals?

A: Yes, and all the benefits of the contract apply, including the insurance coverage.

Q: May I rent a commercial vehicle rather than a University fleet car or use my personal vehicle?

A: It's strictly a departmental budgetary call. It's often more convenient and less costly to drive a University Fleet car or your personal car if the travel is within the State of Minnesota. For out-of-state destinations, it's best to do a comparison between flying and driving to determine the least costly method.

Q: I can get a better rate from non-contract vendors. Why is that?

A: Well, not usually. Rate quotes from non-contract vendors seldom include insurance coverage which the University requires when renting a commercial vehicle. When the cost of insurance, which usually runs between $15 and $20 per day, is figured in, the non-contract vendor's rate are almost always higher. Plus, with the contract vendor, if there is a problem with the rental, the U has negotiating leverage because of the contract.

Q: Why should I enroll in the contract vendor's Express Service Program/Club?

A: There are several reasons:

  • Membership, which normally costs $50 annually, is free under our contract.
  • You can bypass the normal rental counters and go right to the Express Service area and pick up your car. No more waiting in long lines.
  • You will receive automatic upgrades.

Corporate Travel Card

Q: What if I have a business need for a higher limit?

A: Limits can be increased on a card-by-card basis for one-time purchases or for a certain travel time period by your card program administrator with proper justification.


Frequent Flyer Miles

Q: What do I do with Frequent Flyer miles that accrue while I am on a business trip for the University?

A: In accordance with Minnesota State Statute, 15.435, Section 20, whenever University funds (regardless of whether those funds originated from private donors; state or federal grants, contracts, or appropriations; or from any other source) are used to pay for airline travel for University employees, any credits or other benefits issued by the airline must accrue to the benefit of the University and may not be used by the University employee for personal travel.

University employees, rather than departments, are responsible for tracking miles earned with University funds, providing records of such tracking if requested, and otherwise complying with the law.


Hotels

Q: Can I use the Purchasing Card to pay for lodging?

A: No, the only travel related items that can be charged to the Purchasing Card are conference registrations, air fares, and car rentals.

Q: Can I use the U-Wide Local Hotel Contract for personal use?

A: Yes, the 2007 Local Hotel contract properties are available for both business and personal use. Check the individual hotel listings at http://uwidecontracts.umn.edu.


Mileage Rate

Q: What is the mileage reimbursement rate for use of a personal vehicle?

A: For the current mileage reimbursement information, go to After the Trip: Reimbursable Expenses


Miscellaneous

 
 
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