Learn about using ground transportation when traveling on University business.
While traveling, it may be necessary to use multiple modes of ground travel. These include rental cars, taxis, private car services, buses, or personal vehicles. In all cases, the traveler should exercise reasonable judgment and either use a University preferred supplier or choose the most economical ground travel option available. Please note that Columbia does not maintain a preferred bus supplier, so bus tickets should be purchased at the lowest logical economy/coach fare.
Travelers may use other services such as Uber and Lyft as long as the total cost of such services is comparable to other ground transportation options. Travelers need to be aware that there is no guarantee of safety when using such services.
You can connect your Uber and Lyft apps to your Concur profile. By connecting your ride apps, your trip receipts will automatically be sent to Concur Expense and Expense Items will be automatically generated. Use the Connecting Uber and Lyft Apps to Concur job aid for help connecting your apps.
When traveling for business purposes, a personal vehicle may be used in order to save time, transport equipment, or reduce costs when several people are traveling together or travel to locations within reasonable driving distance. If a personal vehicle is used primarily for the convenience of the traveler and the approved travel is to a location more than 500 miles beyond the point of origin, reimbursement will not exceed the lesser of the following:
- The cost of per-mile reimbursement plus tolls; or,
- The round-trip airfare between the nearest commercial airport serving the origin and destination cities, plus transfer costs to and from the airport.
For the business-related use of a personal vehicle, the traveler will be reimbursed at a rate based on the Federal IRS approved highway mileage guides. Mileage reimbursement covers fuel, maintenance/repairs, insurance, transportation, and operating costs, so these will not be reimbursed separately. The traveler will not be reimbursed for the cost of vehicle purchase or lease.
In addition to the mileage allowance, tolls, and necessary parking charges may be reimbursed.
The University does not assume liability for damage to personal automobiles used on University business and does not assume liability for deductibles or any other uninsured loss to the vehicle. Expenses for vehicle repairs are not reimbursable. Under no circumstances will the University reimburse parking fines and moving violations on personal vehicles.
Personal Vehicle Mileage Rate for Travel
- $.545/miles for travel on or after January 1, 2018
- $.580/miles for travel on or after January 1, 2019
- $.575/miles for travel on or after January 1, 2020
The original ticket, ticket stub or receipt for fares must include:
- Dates and points of departure and arrival
- Seat class
- Total amount of the fare
- Proof of payment
Still have questions?
Routine travel questions may be emailed to World Travel, Inc.
For all other questions, visit our Finance Service Center.