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It is PSU policy to pay for or reimburse employees and authorized non-employees traveling on official university business. Such payment or reimbursement is subject to all applicable statutes, regulations, bargaining agreements, contracts, policies, and budget availability. Questions about this set of travel policies should be directed to PSU's Travel Office at travel@pdx.edu or through instant messaging at http://www.pdx.edu/financial-services/travel
Basic Principles of Travel Policy
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Lodging Expenses will be reimbursed at the rates provided on the /wiki/spaces/~655483049/pages/992313579s PSU Summary of Travel Reimbursement Rates and Travel References.
When claiming at or below per diem, no receipts are required. Taxes for lodging are reimbursed as a part of lodging expenses and are coded using travel account codes.
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- Lodging Rates - Lodging rates follow the same tables used for meals, see above. The rates include tax and no receipts are required if claiming per diem unless the traveler usesa uses a conference site hotel exemption to claim higher lodging rates. If claiming an exception, provide a receipt and a brochure showing conference hotels.
- Account Codes for Alaska and Hawaii - Use Out-of-State account codes, 39515 or 39545.
- Account Codes for Puerto Rico and U.S. Possessions - Use Foreign account codes,39615, or 39645.
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- Size of Vehicles - Rental cars should be economy or compact size. Larger vehicles are justified for groups of three or more. In accordance with PSU's Safe Driving Guidelines, the rental of 15-passenger vans is prohibited. The need for a larger vehicle that does not fall under this exception must be justified and approved in advance. The cost of upgrades to large or luxury vehicles or to accommodate family members is a personal expense, not reimbursable from PSU funds. Athletics, because of the size of personnel and recruits, is allowed to rent mid-size cars as their nominal vehicle.
- PSU Contracted Rental Car Companies - Rental rates vary between rental car companies and by city. Call several to obtain the best rates for the particular destination. PSU has a contract with Enterprise Rent-A-Car /National Car Rental, ZipCar and Hertz, which is centrally billed through PSU using your index number. These contracts covers CDW coverage; therefore, when renting through Enterprise or Hertz, do not buy extra insurance. In accordance with PSU's Safe Driving Guidelines, the rental of 15-passenger vans is prohibited. Please provide the corporate account number, index number(authorization code for Hertz) and contact information when making reservations if rental is approved and with a valid business purpose. If the traveler uses his or her Corporate VISA Card for payment of the rental contract, liability or collision damage will be covered through VISA. Only employees, who have been authorized to rent vehicles, are allowed to drive; family members are not permitted due to liability reasons. For detailed instructions to book through rental agencies, go to /wiki/spaces/~655483049/pages/992542932s Direct Billing Instructions.
- Insurance on Non-Contracted Rental Car Companies - If rented for official business and renting a vehicle that is not one of PSU’s contracted companies mentioned above, you are encouraged to purchase the Limited Damage Waiver (LDW) or Collision Damage Waiver (CDW). If the LDW or CDW is available and not purchased by the agency at the time of rental, the department’s current deductible amount will be doubled in the event of a loss.
When renting from a non-contracted company, travelers should rent vehicles using their US Bank Corporate VISA cards because the CDW is primary when renting with this card. The traveler whose rental car is involved in an accident must report the accident (this is potential liability to the state) to the Risk Management Office, 5- 5340, immediately; and if you are using your US Bank Corporate Visa Card, the accident report must be filed with US Bank within 20 days.
- Fuel - The cost of fuel for rental vehicles is reimbursed at the actual cost. Original itemized receipt of fuel cost is required, in addition to proof of car rental. No additional personal items purchased at fuel station will be reimbursed.
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