Campus Cost Savings Measures for Travel by Car
The following outlines the options available to you when traveling by car:
| NOTE: Employees have several options when planning travel by car. In order to make the best decisions for your individual budgetary limits, available options are listed below in order of preference relative to budget impact. (1) A campus fleet vehicle - your budget will not be charged. (2) An Enterprise/National car rental - this can be the next best option depending on the length of travel (days and distance). The expense is charged against your travel budget. (3) Privately-owned vehicle - Reimbursement rates are listed below and will be charged against your budget. Carpooling is encouraged when possible. Employee's providing carpooling will be reimbursed as per the mileage policy, but the expense would be equitably allocated against each individual's travel budget. As with other travel expenses, employees always have the option to claim a reduced mileage reimbursement allowance, if so desired, for budgetary purposes for anticipated future travel plans. |
Preference #1 - Campus Fleet Vehicle:
- To reserve a campus fleet vehicle for travel, you should Submit a request for University vehicle.
- Your budget will not be charged for the use of the campus fleet vehicle.
- A University fleet vehicle can be driven only by a University employee.
- If the campus fleet vehicle is not available for use, you can also contact the Admissions Department directly to see if their fleet vehicle is available and to make arrangements accordingly for that vehicle.
Preference #2 - Enterprise Car Rental:
- You have the option to use an Enterprise rental car at a current rate of $38 for a mid-sized vehicle. Enterprise's phone number is 570-348-2040.
- Travelers can also book car rentals on the direct link to Enterprise Car Rental.
- Penn State employees login with PSU ID and password to obtain discount information.
- Please remember to refuel the rental car. You can use your Purchasing Card to refuel the rental car. Gasoline receipts for rental car fuel are required to complete your travel report in SAP Concur.
- Please note Purchasing Cards can be used for the purchase of gas when refueling a rental car. Gasoline is not reimbursed for personal vehicle use. (Use of a personal vehicle is reimbursed via mileage calculation.)
Preference #3 - Personal Vehicle:
The IRS provides standards that define the beginning and end of business travel. These standards are useful in determining whether mileage from one's home or office is to be used when reporting mileage for reimbursement.
- The traveler's home or customary workplace, whichever is last visited before commencing the trip, shall be used as the point of origin when computing transportation costs while on travel status.
- The traveler's home or customary workplace, whichever is first visited after completing the trip, shall be used as the point of final return when computing transportation costs while on travel status.
- NOTE: Travel status assumes that the employee has an overnight stay. If an employee travels from home to another location, and then continues on to their primary work location during the day, only the additional mileage incurred beyond the normal commute is reimbursable.
- Use of personal vehicles is reimbursed on an actual mileage basis for the business portion of the trip. Reasonable mileage must be calculated for the most direct route plus the required business travel while at the business site. The SAP Concur Mileage calculator must be used to calculate the appropriate mileage reimbursement (with the exception of multiple trips, which can be documented through a mileage log).
- Standard Mileage Reimbursement Rate for business purposes for calendar year 2025 has been increased as of January 1, 2025, to 70 cents/mile.
- Reimbursement rate for medical or moving purposes for qualified active-duty members of the Armed Services for calendar year 2025 is 21 cents/mile.
- Reimbursement rate for mileage driven in service of charitable organizations is 14 cents/mile.