Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

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Privately-Owned Motor Vehicles

Normally, the use of a privately-owned motor vehicle is based upon University-related requirements rather than the personal preference or convenience of the traveler. (SAAM 12.20.50)

A WSU traveler may use a privately-owned motor vehicle for official University travel when:

• A Motor Pool vehicle is not available, or


• It is more advantageous or economical to the University to use a privately-owned vehicle than a Motor Pool vehicle as determined by the approving administrator.

NOTE: When transportation on a scheduled airline is available, tourist-class air fare is the maximum amount which is reimbursed regardless of the mode of transportation actually used. See also 95.07.

The driver of a privately-owned vehicle authorized for use in the conduct of official state business must possess a valid driver's license from the state of current residence.

When driving his/her privately-owned vehicle on official state business, each WSU traveler is to comply with the state of Washington's liability insurance laws. (RCW 46.29, 46.30) If a WSU traveler has an accident while driving a privately-owned vehicle on official business, the traveler's insurance is primary. See also SPPM S35.30. (SAAM 12.30.30)

Transportation of unofficial passengers in the traveler's privately-owned vehicle is considered a personal decision. The state of Washington does not provide excess liability protection to an unofficial passenger in the event of an accident. (SAAM 12.30.30)

The University does not reimburse employees for traffic fines, damages, or deductables related to using private vehicles for official business. (SAAM 12.30.20.b(2), SAAM 12.40.20.a(2))

See S35.36 and SPPM S35.30.

All claims for personal vehicle mileage are for travel that is both critical and necessary for University business. (SAAM 10.50.25.b)

Complete a Travel Expense Voucher to obtain reimbursement for mileage expense (see 95.20). See 95.19 for the current private motor vehicle mileage rate.

Departments may use maps, highway guides, or actual odometer readings to determine mileage.

Use the highway mileage chart on the Official Washington State Highway Map to figure in-state mileage. (Order maps from Central Stores, item #50785.)

Use standard highway mileage guides for out-of-state mileage. If maps or guides are used to determine point-to-point mileage, vicinity miles as determined by odometer readings must be shown on the Travel Expense Voucher as a separate figure for each day's travel.

Departments may elect to reimburse either in-state or out-of-state mileage, or both, on the basis of actual odometer readings. Enter the total daily mileage under the Point-to-Point column on the Travel Expense Voucher. Indicate under Travel Details that the mileage is based upon odometer readings.