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Controller's Office

Ground Transportation

In Concur, there will be some changes to commonly used expense types:

  • Map Mileage and Vicinity Mileage will be replaced with Mileage and Documented Miles.
    • The Mileage expense type incorporates Google maps to calculate the traveler’s mileage. The FDOT mileage table will no longer be used.

    • Documented Miles is for travelers who make many short, logged trips, or perform other work where a point-to-point accounting of their mileage would not reflect their entitled reimbursement. A mileage log must be attached.

  • The expense type Taxi will be replaced by Taxi or Rideshare Services and Car Service/Limousine.

  • The expense type Taxi Tips Only will no longer be used.

  • The expense type Bus/Ship/Train/Common Carrier will be replaced by Shuttle, Boat, and Train.

  • Parking fees will be split into Travel (parking related to travel, even if parking in Tallahassee) and Non-travel types (for local events not connected with any travel).

Car Rental

Important:  The State of Florida has contracted with Enterprise Holding, Inc., the parent company of Enterprise Rent-A-Car and National Car Rental, to provide vehicle rental services effective September 30, 2015.

Travelers should use the State of Florida Enterprise/ National contract, when reserving vehicles. If there is a justifiable business reason to rent a vehicle from another vendor, the traveler should purchase collision and comprehensive coverage insurance from the vendor. They should not purchase liability coverage as the University is self-insured.

The University advises pick up outside of airport locations where possible, to prevent additional convenience fees and surcharges.

The University will only reimburse for the rental of compact size vehicles unless justification is provided detailing the necessity for a larger vehicle.  An upgrade to a larger vehicle based on individual size or stature is the responsibility of the traveler unless required for ADA purposes. Please ensure the Office of Human Resources has your request for Reasonable Accomodation on file before traveling. Rental of GPS units are reimbursable when necessary for conducting official University business.

The University’s Travel Card is the preferred method of payment. 

 

Enterprise/National

Contract Number XZ55622 (Effective 9/30/2015 – 9/29/2020)

 

Emerald Club Membership allows for faster and easier rental

 

Enterprise/National Contacts

1-877-690-0064 (Reservations)

1-800-307-6666 (Enterprise Emergency Roadside Assistance)

1-800-367-6767 (National Emergency Roadside Assistance)

 

Personal Vehicles

A traveler shall be reimbursed 44.5 cents per mile, for justified use of their personal vehicle. Map Mileage and Vicinity Mileage have been replaced with Mileage and Documented Miles. The Mileage expense type incorporates Google maps to calculate the traveler’s mileage. The FDOT mileage table is no longer used. Documented Miles is for travelers who make many short, logged trips, or perform other work where a point-to-point accounting of their mileage would not reflect their entitled reimbursement. A mileage log must be attached.

 

Taxi or Rideshare Services and Car Service/Limousine

Taxi or Rideshare Services and Car Service/Limousine, plus reasonable tips (up to 15%) are reimbursable.  Fares $25 and under do not require *receipts.

 

Parking Fees

Necessary and reasonable parking fees are reimbursable.  Mandatory valet parking and reasonable tips (up to $1 per occasion) are reimbursable.  Parking fees $25 and under do not require *receipts.

 

Tolls

Necessary and reasonable tolls are reimbursable.  *Tolls $25 and under do not require *receipts.

 

*Note: All T-Card charges require a receipt.


(Please refer to the University Travel Policies, and Travel Card Resources for more details)