Rental Cars
Travelers may rent a car when driving is more convenient and less expensive than airline or rail service, or it is necessary to transport equipment or materials. Reimbursement for rental cars in the general area of one's regular place of business is prohibited. Vehicles rented in the name of the University may only be driven by University employees. Rental cars are not to be used for any personal travel.
Travelers may rent a car when the total costs, including parking, are less expensive than other transportation modes. All employees renting cars must comply with rental agency requirements, as well as state and local laws governing operating a motor vehicle. Violations of any motor vehicle law are the employee's responsibility.
The traveler should make every reasonable effort to return the rental car with a full tank of gas to avoid expensive refueling charges. If the rental car is returned and requires gasoline, 50% of any refueling that exceeds $10 will be deducted from the employee's reimbursement.
If the rental company offers a fuel service option, including EZ Fuel from Avis, the traveler needs to refuse that service. If the traveler chooses a fuel service option, the entire cost will be deducted from the employee's reimbursement.
The University doesn’t pay for the rental of children's car seats or for additional drivers, unless the other driver is a Lesley employee. GPS expenses are not reimbursable.
Rental Car Requirements
University employees are approved to rent cars if they live more than 150 miles from their business travel destination. The traveler’s supervisor must authorize the use of a rental car before they make a reservation.
Employees who are required as part of their primary duties to travel in the Boston area but outside of the Massachusetts Transit System and don’t have access to an automobile may, on an infrequent basis, and with prior authorization from their supervisor, rent a car when the total costs to rent, including parking and gas, are less expensive than other transportation modes such as taxis.
The employee is expected to rent the least expensive class of car, and use the car for business travel only. Car rentals for an employee's regular commute won’t be reimbursed by the University, as this is in violation of IRS regulations.
Before renting, the employee should always compare the cost of rental against the University agreement with Zip Car. The cost of gasoline is included in the Zip Car rate. If the employee is scheduled for several 1-day trips, Zip Car is often a more cost-effective alternative.
Rental Car Categories
Lesley business travelers must use economy or compact cars. Travelers may book a class of service one level higher when there is no additional cost to the University, or in case of bad weather. For Off-Campus Instructional travel, faculty members need to get approval from the Program Director for upgrade above a midsize car.
At the time of the rental, the employee should inspect the car with the rental car company representative and note any damage on the rental contract, before accepting the vehicle.
When the car is returned, the employee should inspect the car again with the rental car company representative, if available, to ensure the car is in the same condition.
Rental Car Insurance
Travelers should decline rental car insurance. If the traveler accepts the car insurance, it will be deducted from their reimbursement.
However, travelers should accept all insurance coverage when renting a car in a foreign country.
Rental Car Accidents
Should a rental car accident occur, travelers need to submit a written accident report to the rental car company, local authorities, and Lesley’s Chief Financial Officer.
For Off-Campus Instructional travel, the scheduler for that program also needs to be notified.
Rental Car Reimbursement
If rental car is not being paid by direct bill, the original car rental agreement receipt is required for reimbursement.
Personal Car
Employees may use their personal car for business purposes, if it’s less expensive than renting a car, taxi or alternative transportation, or if it’s timelier than taking public transportation.
Employees using cars for Off-Campus Instructional travel can be reimbursed to a maximum of 600 miles per weekend, without prior approval.
Reimbursement for Personal Car Usage
Travelers are reimbursed for business usage of personal cars. Effective January 1, 2022, the mileage reimbursement rate is $.585 per mile.
Employees won’t be reimbursed for their daily commute. If an employee travels from their home base to a different location due to a conference or meeting, Lesley will reimburse the difference if the mileage is higher than their regular daily commute.
The automobile mileage allowance assumes coverage of all transportation and operating costs including gas, oil, towing charge, repairs, auto insurance, and damages. Tolls and parking are reimbursed in addition to the allowance.
Employees are not reimbursed for tickets, fines, or traffic violations. Requests for mileage reimbursement should include starting point, destination, number of miles, and purpose of trip.
Automated tolls paid (e.g. Fastlane/EZ-Pass) don’t require documentation as long as the charges are reasonable.
In case of insurance claims, including theft or damages while on University business, the employee's personal insurance coverage is the primary insurance carrier.