Driving on Official University Business

University Fleet Vehicle

Employees driving a university-owned fleet vehicle on approved university business are covered under the state legal expense fund for liability (injury to third parties and third party property damage).  Fleet vehicles should only be used for business travel.  If the university employee is combining personal and business travel, a fleet vehicle should not be used.  The operator of the fleet vehicle assumes full responsibility for bodily injury and damages to the vehicle and/or third party damages if an accident occurs during any unauthorized use of a fleet vehicle. 

Student workers who are required to drive a university-owned fleet vehicle as a part of their campus jobs are covered by the state’s legal expense fund as long as the vehicle is being used for an authorized business purpose.

Rental Car

The State of Missouri has a contract in effect with Enterprise Rental Car, and university employees needing a rental car should first check with Enterprise and request the State of Missouri rate.  If cost effective, traveling employees may rent a car through Enterprise Rental rather than drive their personal vehicle or a fleet vehicle.  Employees renting cars for university business within the state of Missouri with only university employees riding in the vehicle should select CDW coverage on the rental contract. Employees renting cars for university business within the state of Missouri if non employees are going to be in the vehicle or if the employee is traveling outside the state of Missouri should select both CDW and Supplemental liability coverage.  The Personal Accident insurance should not be selected unless the employee wishes to pay for that option.  If the rental car is used for both personal and business travel, then the rental fee should be prorated with only the business portion charged to the university.

Private Vehicle

Travelers who use a personal vehicle to travel on university business will be reimbursed for the business mileage at a rate set by the university.  Rates are effective each July 1 and employees will be notified of changes to the current rates.  The established mileage reimbursement rate takes into consideration all costs of owning and operating a vehicle—including fuel, insurance, maintenance and depreciation.  The reimbursement rate represents full compensation for the costs of operating the vehicle and therefore the traveler maintains total responsibility to adequately insure, safely operate, properly maintain and protect the vehicle.  The university does not provide automobile liability and comprehensive/collision insurance for loss or damage to a personal vehicle used for business travel.  Physical damage to the vehicle or loss of physical property in the vehicle is not covered by the university.  Coverage should be obtained through the traveler’s personal auto insurance.  Liability to others, including passengers, must be covered by the employee’s private auto policy.  Travelers should refer to their policy or contact their insurance agent for coverage specifics.

*Current reimbursement rate is 47.5 cents per mile.

Traveling by Auto for Personal Convenience

If a personal vehicle is used primarily for the convenience of the traveler and the approved travel is to a location more than 300 miles beyond the point of origination, then reimbursement will not exceed the lesser of the following:

• The cost per mile reimbursement, plus tolls or
• The round trip airfare using air coach or tourist fare (including applicable costs such as airport parking and travel to and from the airport) or equivalent rail.  The cost of airfare should be based on a 7-14 day advance coach fare.  Submit with the expense report a copy of the internet quote, and the date the quote was obtained.