Transportation
As a general rule, students should travel by the most economical means consistent with professional dignity. When using public transportation, obtain round-trip tickets unless you can present valid reasons for other arrangements. Travel by privately-owned vehicle may be authorized when it is the most economical means of transportation; the cost of travel should not exceed that of air transportation.
Air Transportation
Air travel should be the most direct route, by coach class and at the lowest available fare provided that the fare does not result in (1) greater total cost due to increased costs for meals and/or lodging, or (2) undue hardship to the student. The student is expected to make their travel arrangements at the earliest possible date in order to take advantage of available discount fares. The student is responsible for complying with airline regulations concerning cancellation and for avoiding the penalties associated with them, unless the situation results from circumstances beyond the student's control.
Reasonable cost of transportation to and from the airport (usually by airport shuttle) is reimbursable. Usage of "frequent flyer" mileage is not reimbursable.
Automobile Transportation
When a privately-owned vehicle is used for University business, individuals will be reimbursed at whichever is lowest, the current mileage rate or the lowest discounted airfare. Reimbursement will be at the designated Internal Revenue Service (IRS)-standard mileage allowance for the dates of travel. IRS mileage rates are subject to change.
Reimbursable mileage is based upon the starting point of the trip or the Law School campus, whichever is less. The traveler will be reimbursed for parking and toll fees incurred in the course of the trip. The mileage reimbursement is intended to cover all other costs of vehicle operation.
Complete the Mileage Reimbursement Request form to request reimbursement. Attach a MapQuest printout. This will be used as a "reasonableness" test. It does not have to be an exact match to the actual mileage.
Rental Cars
Generally, students traveling on Law School-sponsored business would not require a rental car. Rental cars may only be authorized when such rental is based upon "savings" accruing to the Law School from corresponding non-usage of other means of transportation (e.g., taxi, shuttle). Car rentals must be pre-approved by the faculty member/administrator.
In those instances when car rental is authorized, the most economical package available—which meets the business requirement—must be selected. When renting a car in connection with Law School business within the United States, no insurance coverage should be purchased as the University provides collision and liability coverage through its master policies. In addition, the fuel surcharge option should be avoided; individuals should ascertain the agency's fuel replacement policy (e.g., full tank or only the amount of gas that was in the tank at the time of rental) and make appropriate arrangements to ensure the gas tank is refilled prior to returning the car to the agency.
Miscellaneous Ground Transportation
Reasonable cost of transportation to and from the hotel to conference/meeting site or restaurant is reimbursable. Original receipts should be submitted, with explanatory notations made on the Student Travel Expense Report.