Cars

Check With Your Department First

Enterprise Car Rental Convenience (non-mandatory) Contract

The UW traveler must be listed as the driver on the rental agreement. The entire rental expense is not reimbursable if any other person not on UW business is listed as a driver.

• Enterprise Contract Information and Rates increase effective 6/23/08; extension contract period 8/1/08 - 7/31/10
• Reservation
• Reference the corporate account/customer number 45WA033.
• Reference "WAS" as the first 3 characters of the company's name.
• Reimbursable rentals are compact, standard or full size. Other vehicle class requires justification.
• Decline the collision/loss damage waiver (CDW/LDW) and the supplemental liability insurance (SLI) because it is included in the UW contract.
• Decline promotional rates. These rates do not include the provisions of the contract.
• Decline any other type of insurance.
CDW/LDW is reimbursable if you accidentally accepted this type of insurance. Accepting any other type of insurance is your personal responsibility and is not reimbursable.
• At the Enterprise counter
  • If your reserved vehicle class is not available when you arrive, Enterprise may offer you a different vehicle as a substitution which would be covered under the UW contract.
  • Verify the daily rate with your reservation information.
• While you have the car
  • Keep track of your gas and parking expenses. Receipts are required for expenses over $50. Receipt is required regardless of cost for the car rental.
  • If your rental car is in an accident, follow the Enterprise guidelines given to you when you picked up the car.
  • Re-fuel to the top of the tank prior to returning the vehicle to avoid fuel charges.
• Payment
  • Use your UW Travel Charge Card for payment.
• When you get home
  • Attach the itemized car rental receipt or the finalized rental agreement that list the actual amount paid (regardless of cost) and any additional receipts for expenses over $50 to your Travel Expense Voucher (TEV) for reimbursement.

Other Car Rental Agencies

• The UW traveler must be listed as the driver on the rental agreement. The entire rental expense is not reimbursable if any other person not on UW business is listed as a driver.

Personal Car

Reimbursement is based on applicable mileage rate and recorded as:

• point-to-point (driving to one destination using most direct route)
  • use Mapquest or see mileage for selected points and submit with reimbursement

• vicinity (driving to several destinations or remote locations)
  • record miles driven according to odometer readings on mileage log and submit with reimbursement

Driving Instead of Flying

You may also receive meals and lodging per diem according to the guidelines. Use the per diem for the location where you sleep. You are responsible for your own car insurance. If you are in an accident, your insurance is the primary coverage.

Since you must select travel options that are most economical to the State/University, the following are acceptable methods to identify if driving would have been more economical than flying.

• Use a contract travel agency and obtain a printout of an itinerary with the UW business flights you would have taken. This comparison itinerary must be printed before the trip and priced at the lowest available coach fare. You may be reimbursed point-to-point mileage for a personal vehicle, cost of a rental car plus gas (from official duty station to temporary duty station only) OR the value of the comparison itinerary, whichever is LESS.

• If you did not obtain a comparison itinerary PRIOR to the trip, you must use a contract travel agency and obtain a lowest available coach fare comparison itinerary for the same business trip using the same advance purchase time and days of the week that you would have taken. You may be reimbursed point-to-point mileage for a personal vehicle, the cost of a rental car plus gas (from official duty station to temporary duty station only) OR the value of the comparison itinerary as identified by one of the contract travel agency, whichever is LESS.

Daily Commute

• Working during hours or days that you are not normally scheduled to work does not entitle you to reimbursement for transportation mileage expense incurred between your official residence and your official duty station.
• When you are assigned to work at more than one location in addition to your official duty station, you may be reimbursed only for the local miles driven between the work locations.

Driving To/From the Airport or a Temporary Duty Station

• If a third party drives you to or from the airport on a regularly scheduled work day, you may be reimbursed the round trip mileage between your official duty station and the airport. For example, 40 miles round trip is allowed if your official duty station is the Seattle campus.
• Exception: You may be reimbursed for mileage between your official residence to/from the airport or a temporary duty station during the weekend (if the weekend is not your normally scheduled work day) and or holidays.

Travel Office
Box 351117
(206) 543-5858
Modified: June 2, 2009