Expenditure Policy - 5.3 Travel Expenses 3 - Travel by Car

5.3 E - Travel Expenses

E.    Travel by Car

1.    Fleet Services:  For local travel, employees are required to use the College’s Fleet Services and must follow their guidelines in reserving a vehicle.  If a fleet vehicle is not available or deemed not feasible by the College’s Fleet Services, then personal vehicle usage or vehicle rental by the College’s preferred car rental service are acceptable.  (For a list of preferred vendors please reference the Procurement Website.)  Contact the Office of the Vice President for Operations at least two weeks prior to traveling to any country outside of the United States with a College vehicle to obtain required insurance and insurance documentation.  For more information please reference the Fleet Services Program & Policy.

2.    Vehicle Rentals:  Vehicle rentals, including all fuel and insurance costs connected with the rental, may be paid with College funds when it has been determined in advance that the rental is necessary to an employee for conducting College business, and other forms of transportation are either not available or more expensive.  Only an authorized renter may sign for and drive the rental vehicles.  An authorized renter for Messiah meets the following criteria:

  • is a Messiah employee
  • at least 21 years of age
  • possesses a valid driver’s license
Employees should list Messiah College as the employer on the rental agreement and use their Messiah College Purchasing Card when paying for rental expenses.  Documentation associated with items purchased with the College’s Purchasing Card will assist with any insurance claims that may arise from an accident.  In case of an accident, please contact Department of Safety, Extension 6005, and the Office of the Vice President for Operations, Extension 6003.

Guidelines for additional insurance purchases are listed as follows:

a.  Collision Damage Waiver:

i.    Domestic Travel:  Do not accept the Collision Damage Waiver.  This is not an approved expenditure because the college has hired car insurance.
ii.    International Travel:  Accept the Collision Damage Waiver.  This is an approved expenditure.  

b.  Personal Accident Insurance (PAI) or other rental agency insurance coverage:  Employees are covered under the College’s Workers’ Compensation and other Messiah College insurance when renting automobiles.  Collision Damage Waiver for international travel is the only approved rental insurance expenditure.

3.  Personal Vehicle Use:  When an employee uses their own vehicle for Messiah College business in day trips or work assignments, the employee will be reimbursed for mileage.Mileage is calculated at the current Messiah College approved rate and is designed to cover all costs of operation including gas, car maintenance, repairs and insurance, and thus no fuel receipts are needed, nor will any reimbursement be paid to an employee for actual fuel expenses.  Total reimbursement can not exceed equivalent air coach fare and other costs associated with other available transportation. The Mileage Reimbursement Form is required to be completed and signed by the employee’s supervisor before reimbursement is made.  
Because the mileage rate is designed to cover all costs of operating an auto, no reimbursement is made for the cost of repairs to personal vehicles used for College business.  An employee is covered by Messiah College Workers’ Compensation for their personal injury, but it is the personal obligation of the owner of the vehicle being used for College business travel to carry insurance for his or her protection and the protection of any passengers.  The College also has hired/non-owed liability on its auto policy to protect the College should an employee have an accident while using his or her personal car on College business. However, non-owned auto coverage does not function as primary insurance; it provides excess liability protection only. Therefore, any accident must be reported to both the employee’s insurance carrier and the College (Department of Safety, Extension 6005, and the Office of the Vice President for Operations, Extension 6003).

4.    Personal Use of College Owned Vehicles:  Personal use of College owned vehicles is prohibited, with exceptions for employees in Development and the President.  Such exceptions are pre-approved by the employee’s supervisor and must be reported to the Controller’s Office so that proper reporting can be established to document the benefit and remain in compliance with IRS regulations.