Automobile Travel

Allowable Mileage

• Allowable mileage, with an overnight stay, shall be computed as the lesser of the mileage between the traveler’s residence or normal work location and their destination. In the event the traveler departed or returned on a non-working day/hours, mileage is allowed to be calculated from home.
• Allowable mileage, without an overnight stay, shall be computed as the lesser of the mileage between the traveler’s residence or normal work location and their destination.
• Travelers must use the "Mileage Calculator" in Concur as the required method of calculating allowable mileage for reimbursement. The calculator must show physical addresses, not just cities; with the CPP address noted as 3801 W. Temple Ave, Pomona, CA 91768.
• Traveler’s requesting mileage reimbursement for use of a private vehicle will be reimbursed the standard business rate per mile as published annually by the Internal Revenue Service.

Private Vehicle Insurance Information

Persons traveling by automobile for University business must possess a valid driver’s license or pending application for a California driver’s license; and must have a current Authorization to Use Privately Owned Vehicle on State Business on file with their department. See University Risk Management’s website for a copy of the applicable form.

Travelers must have satisfactorily completed a CSU approved defensive driving course (if driving on University business at a frequency of at least once per month) and possess a good driving record.

For additional information related to authorizing an employee to drive on University business, please contact University Risk Management.

For insurance coverage purposes, an official University business trip begins when the traveler leaves his/her residence or normal work location, whichever occurs last, and ends when the traveler returns to his/her residence or normal work location, whichever occurs first. Appropriate campus personnel are responsible for requiring that employees traveling on University business have adequate liability insurance coverage when operating their private vehicle. The minimum prescribed liability insurance coverage is as follows: 

• $15,000 for personal injury to, or death of, one person;
• $30,000 for injury to, or death of, two or more persons in one accident; and
• $5,000 for property damage.

For additional insurance information, please contact University Risk Management.

• When renting a vehicle for University business, travelers are expected to utilize rental agencies with which the State of California or the University have negotiated contracts that include insurance coverage.
• Renting vehicles from a non-contracted vendor is prohibited, unless vehicles are unavailable from a contracted vendor. In the event vehicles are unavailable, the traveler should document the reason for using an agency other than the contracted vendors and include this in their expense report.
• If an agency other than the contracted vendors is used by the traveler by choice when a vehicle is available from the contracted vendors, approval must be obtained by the traveler’s Vice President as an exception to the travel procedures.
• Economy/Compact or Intermediate class vehicles should be requested and rented. Reimbursement for upgraded vehicle classes will not be processed; unless the recommended sizes are not adequate to meet the business purposes of the trip.
• Charges for optional expenses, such as upgrades, insurance, car seats, etc. will not be reimbursed unless the traveler can provide a business related requirement for the additional options charged.
• Travelers should return rental vehicles with the same level of fuel that the vehicle had when it was picked up. Fuel should not be purchased from the rental car agency due to the increased cost and additional fees that may apply.
• The recognized forms of payment with the State/University contracted vendors include:
  • Corporate Individual Credit Card with US Bank
  • Personal Credit Card
  • Request the contracted vendor to bill CPP directly

  Cash and personal checks are not authorized forms of payment with the State contracted vendors. 

• Itemized receipts are required for all business travel related expenses of $75 or more. Receipts should be clearly marked “paid” or show a zero balance. Payment method should be clearly identifiable on the itemized receipt. For rental vehicles, the final receipt should be included in the travelers expense report.

Contracted Vendors

The State has a commercial vehicle rental contract with the following vendors: 

• Primary Vendor
  Enterprise Rent-A-Car (WEBSITE)
  Short-Term Base Rental Rate of $37.75 for compact and intermediate per day, effective March 1, 2021 (excluding New York)
• Secondary Vendor - Should only be used when Enterprise is not available
  National Car Rental (WEBSITE)
  Short-Term Base Rental Rate of $37.75 for compact and intermediate per day, effective March 1, 2021 (excluding New York)

To secure the contract rate and ensure that the vehicle is covered by physical damage insurance, the contracted vendors State Business Account number and PIN should be given at the time of rental. Please contact Accounts Payable at travel@cpp.edu for the contract information for business use. This information is to be used by University employees only and should be treated as confidential information. 

Travel Bulletin # 21-01 (PDF) announces the contract extension with Enterprise; for a term of March 1, 2021 through February 29, 2024.

Personal Travel while Renting a Vehicle

The traveler is responsible for all rental charges incurred on personal travel days. If the traveler will have personal travel included in their rental charges, a personal form of payment should be used when paying the vendor for the cost of the rental. When submitting the expense report for reimbursement, the traveler should reflect a deduction of any charges for personal travel dates on their vendor invoice and expense report.

Rental Vehicle Insurance Information

For insurance coverage purposes, an official University business trip begins when the traveler leaves his/her residence or normal work location, whichever occurs last, and ends when the traveler returns to his/her residence or normal work location, whichever occurs first. 

The following rules apply to insurance coverage for rental vehicles: 

• For contract rental vehicles used in the contiguous United States, charges for additional insurance are not allowable, including any charge for a collision damage waiver.
• Additional charges for insurance coverage will not be reimbursed if a non-contract agency is used, unless no car rental company in the area has such an agreement with the University.
• The cost of full collision coverage for rental cars used in Alaska, Hawaii, U.S. possessions, and foreign countries, is allowable.
• A vehicle rented from an agency with which the University has an agreement is not covered by insurance when it is being used for a personal day of travel.

For additional insurance information, please contact University Risk Management.