Travel Services

It is expected that when traveling on College business travelers will utilize the most economical mode of transportation necessary for their trip.

1. Air Travel and Class of Service: Ithaca College covers the cost of coach class tickets. Any upgrades, enhancements, or additional travel insurance (see the Insurance section for further details) are personal expenditures and will not be paid for by the College. First Class air travel is not an allowable expense. Advanced purchase discount tickets should be purchased whenever possible and every effort must be made to obtain the lowest fare possible.

2. College Fleet Vehicles: Ithaca College maintains a fleet of 28 vehicles, ranging in size from mid-size cars, including several hybrid vehicle, to mini vans (maximum seating capacity of 7), that are available for business travel use.

3. Rental Vehicles: The College has entered into an agreement with Enterprise Rent-A-Car to provide a rental vehicle program for College related travel as a complement to the College’s fleet of vehicles. This program is also established to provide travelers with access to a rental vehicle in the event that no College fleet vehicle is available. Please see the link on the left for more information.

** As a general rule, only Ithaca College faculty, staff and students should occupy College-owned or rented vehicles. However, there may be special circumstances when a spouse, member of another college or university community, or other individuals will join the College representative to a common business-purpose destination. These situations should be the exception, not the norm, and when they do occur, the Office of Risk Management should be informed of them in advance.

4. Use of Personal Vehicles: The use of personal vehicles for approved college business-related travel is limited to travel within a radius of no more than 90 miles from Ithaca. This mileage radius was determined in an effort to include the Rochester and Syracuse regional airports. Note: It is recommended that if driving to an airport where further travel by airplane is required it would be more cost effective to park a personal vehicle at the airport while traveling than it would be to park a College fleet vehicle or rental vehicle.

**Ithaca College will not reimburse for the use of a personal vehicle for travel greater than a 90 mile radius from Ithaca.

Ithaca College will reimburse approved college-related business use of personal vehicles based upon the current IRS standard mileage reimbursement rate. When mileage reimbursement is claimed, receipts for gasoline will not be reimbursed. The Ithaca College Travel Card should not be used to pay for gasoline when driving a personal vehicle.

Expenses incurred with personal vehicles for mechanical failure or accidents, including personal automobile insurance deductions, will not be reimbursed. Fines for parking or traffic violations are the responsibility of the traveler and will not be reimbursed.

Important: Ithaca College's insurance does not cover the use of a personal vehicle for approved college-related business, (also see "Insurance"). The vehicle owner's insurance will be considered primary coverage in the event of an accident when using a personal vehicle for college-related business travel (the motor vehicle insurance "follows the vehicle,"). The college's insurance may apply only if personal insurance limits are exceeded due to a catastrophic accident where a fatality and/or extremely serious injuries occur while on approved college business-related travel.