Many Ohio State Lima faculty and staff are required to travel within Ohio to fulfill their responsibilities. For this reason, a limited number of University vehicles have been made available for official University business. An “Ohio State Lima Vehicle Use Policy” details guidelines pertaining to priorities, reserving, and using a University vehicle. There will be times when travel requirements exceed available vehicles. This document describes how these situations will be addressed in addition to other travel requirements and exceptions.
- Faculty and staff are expected to use a University vehicle for in-state travel when a vehicle is available. Exceptions to this rule include:
- Individual circumstances related to the traveler’s health
- A trip which necessitates the traveler leaving the campus early (before 6 a.m.) or returning to campus late at night (after 9 p.m.)
- A trip that would require additional miles, hence additional expense to depart and return to campus versus departing and returning to one’s residence. In these instances, reimbursement will be the lesser of travel from campus or one’s residence.
- Email email@example.com for availability and/or to reserve a car/van for your university business use.
- As noted in the Ohio State Lima Vehicle Use Policy, a priority listing for assigning a vehicle is established to accommodate the greatest travel expense using a University vehicle.
Car pooling (multiple travelers to the same location for roughly the same time) is expected. Traveling to the Columbus campus is limited to five trips per quarter unless otherwise approved by the traveler’s immediate supervisor.
- When a University vehicle is not available for travel or an exception is approved, mileage will be reimbursed at the approved rate adopted by the campus (currently 57.5 cents/mile).
- When a University vehicle is available, and the traveler elects to use a personal vehicle, mileage is reimbursed at 50% of the approved rate (currently 28.75 cents/mile).
- Requests for reimbursement must be submitted within 30 days after completing a trip (or series of trips covered by a blanket T number). A travel log may be used to detail separate trips; separate logs are required if reimbursement is at two different rates. Failure to submit expenses for reimbursement in this time frame may lead to no reimbursement.
- All exceptions and variations must be approved by an individual’s immediate supervisor.
- These guidelines are effective beginning September 20, 2005.