Vehicle

Travel via Car

• Fleet Vehicle:  Employees should reserve a university fleet vehicle,if available
  • Fleet vehicle can be requested using the VSU Fleet Vehicle Reservation Form. 
  • Gasoline expenses will be paid with the Fuel Card in each vehicle.
  • Contact fuelcard@valdosta.edu to obtain a Fuel Card pin.

• Personal Vehicle:   Mileage Reimbursement Only:  Employee can be reimbursed for mileage only (not gasoline) when using their personal vehicle.
  • Tier 1 Rate – (currently .70 cents/mile)  
    • A Car Cost Comparison indicating that a personal vehicle is the most cost effective method of travel is required to be reimbursed at the T1 rate.  Select Enterprise (In-State) as the pickup location on the comparison tool.
  • Tier 2 Rate –(currently .21 cents/mile)
    • Traveler will be reimbursed at the T2 rate when a Car Cost Comparison is not completed or when the Car Cost Comparison indicates a rental car is the most cost effective method of travel but the personal vehicle is used for travel.

• Rental Car:
  • Enterprise and Hertz are mandatory contracts for in-state rental vehicles.  Renting from other agencies for in-state travel will not be reimbursed unless proof of unavailability from the vendors on state contract is provided.
  • VSU has direct billing account with Enterprise to eliminate employee out of pocket expenses.  Contact the travel office for the billing credentials.   Enterprise Direct Bill
  • Employees can be reimbursed for rental car expense and any reasonable gasoline expense associated with the rental car.
  • Approved rental sizes are Compact, Intermediate (Mid-Size) or Full Size.  All other sizes require a business justification prior to rental.
  • The traveler should decline optional fuel offerings offered by the car rental vendor. The rental car should be returned with the same fuel level that it had when it was picked up.
  • Employees are covered by the State's liability coverage; liability coverage should be declined.
  • Loss, Damage and Collision insurance is included for vehicles rented from Hertz and Enterprise in-state.
  • Loss, Damage and Collision insurance should be purchased when renting out of the State of Georgia.
  • Travel via rental car does not require a car-cost comparison.