Travel by Car
Car Rentals
When renting a car for Penn sponsored business, you should select a vehicle from National or Enterprise. The size of the rental car should be the least expensive model consistent with the number of travelers and the business requirements of the trip.
Employees should decline additional insurance coverage offered by car rental agencies while traveling on University business domestically. All drivers should use Penn’s corporate ID#s with National (5001856) or Enterprise (NA17111) for lower rates as well as insurance protection.
Students may rent a car using the University’s corporate ID#s only when there are specific needs and all conditions have been satisfied.
Car Sharing
When traveling locally on behalf of the university, you may want to consider using a car sharing service such as PhillyCarShare. Once you have enrolled as a member under the Penn program, you can use one of their many vehicles around campus for local meetings and events.
Personal Vehicles
When using your personal vehicle for Penn authorized business travel, your reimbursement is calculated from the annual mileage rate determined by the federal government. The mileage rate covers all transportation and operating costs of the vehicle, including, but not limited to, gasoline and insurance.
When using the mileage reimbursement rate, no reimbursement will be made for vehicle repair costs regardless of whether it results from the traveler’s act or acts of others.
Sedan / Limousine Services
Private sedan or car services should be used for recruiting purposes or visiting dignitaries only. In general, sedan/limousine services should not be used by employees unless there are extenuating circumstances that have been documented and approved by a Higher Level Approver. Sedan service for employees requires a Reimbursement Justification form.
Sedan/limousine services are not considered acceptable transportation to New York airports or other regional locations unless there are enough people traveling together to make the expense economical in nature.
When using a sedan / limousine service you should use one of the preferred companies through which Penn has special pricing.
