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Introduction to Travel
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The Travel Authorization must include a valid, approved business purpose and a daily itinerary attached, which specifically identifies personal days from business days.
The Travel Authorization must be completed and approved by the Department within Viking Travel before booking any travel arrangements made on behalf of PSU. If traveling on a grant, the PI and DRA approval also must be submitted within Viking Travel.
Travel on Grants
Travel Authorizations with sponsored project funding will be routed to RSP/DRA for approval to confirm funding is available and allowed. The DRA/RSP must approve the Travel Authorization for all travel proposed on their sponsored project.
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- ATM cash advance transaction fee, up to 2% as charged by US Bank for the Corporate VISA Card.
- Business-related telephone, internet and facsimile charges.
- Postage or express charges.
- One long-distance call to a family member on the first day of travel and alternating days thereafter. Cost and time limits: $8.00 or 15 minutes per personal call. Cost must be shown on the traveler’s hotel bill.
- The cost of buying traveler's checks.
- An emergency purchase of materials and supplies.
- Visa and passport expenses.
- Bridge and toll fares
- Miscellaneous transportation costs such as bridge and turnpike tolls, ferry fares, and parking charges. At Portland airport, traveler will only be reimbursed at the economy parking rate of $12$15/per day.
Expenses Not Reimbursed - Expenses for these items are not reimbursed unless specifically justified and approved by department and CAS. These include:
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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 Program, the rental of 15-passenger vans is prohibited. If there is a need for a larger vehicle, all drivers must complete a separate Driver Authorization Form for High Occupancy Vehicles, as well as a separate driver safety training for High Occupancy Vehicles.. 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 Program, the rental and use of High Occupancy Vehicles is limited to 12 passengers. All drivers must complete the High Occupancy Vehicle training and authorized driver form before a rental. The University prohibits staff from transporting more than 12 passengers in a single vehicle. 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 their 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 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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