Transportation Questions

    1. What do I need to support my airfare reimbursement?

    A receipt or a detailed itinerary that includes all times of departure, flight numbers, class of service, fare basis, ticket or confirmation number, and cost of ticket, along with proof of payment (credit card statement alone is not sufficient). Boarding passes should be included when possible. 

    2. Will I get reimbursed for checked bags?

    The University will reimburse for reasonable and appropriate baggage fees. Baggage fees that are personal in nature are not reimbursable.

    3. Are additional costs resulting from a change to my itinerary reimbursable?

    Fees and additional air fare associated with an itinerary change or cancellation require a business purpose for reimbursement.

    4. If I use frequent flyer miles to cover business air travel, may I be reimbursed for the comparable airfare?

    An employee cannot be reimbursed if no expense has been incurred; only out-of-pocket expenses are reimbursable. Travelers may receive frequent flyers miles for traveling on Rutgers business. Travelers must arrange this with the agency or airline directly.

    5. What if I decide to drive instead of fly?

    If you choose to drive rather than fly to your destination, your mileage reimbursement cannot exceed the lowest cost of a commercial coach airfare. Please include an airfare quote with your supporting documentation. Meals or lodging will not be reimbursed while en route.

    6. May I rent a car while traveling?

    The rental of an intermediate size car is allowed when it is less expensive than alternative means of transportation (e.g., taxi, car service, or train). Reimbursement requires the business justification rental agreement and the original final receipt

    7. What insurance is required for the car rental?

    U.S. and Canada: Collision insurance (often called Collision Damage Waiver Insurance on the rental contract) must be purchased. The minimum liability insurance must be purchased if it is not automatically included in the contract.
    International: All insurance coverage must be purchased.

    8. If I use my personal vehicle, how will I be reimbursed?

    If a personal vehicle is used for Rutgers business purposes, you will be reimbursed at the current authorized mileage rate posted on our Reporting Travel Expenses page. A reimbursement request for automobile mileage must include specific origination and destination locations (use Google Maps or MapQuest to track your distance), as well as a detailed business purpose. Tolls are also reimbursable with an original receipt.

    9. Can I claim gasoline when using my personal vehicle?

    Gasoline for a personal vehicle is not reimbursable. The cost is covered by the mileage reimbursement rate. Gasoline expenses are only reimbursable for rental or university-owned vehicles.