Vehicle Travel

Rental Cars

• Booking Guidelines: Rental vehicles must be reserved through Purchasing & Travel using the university’s rental car contracts. A fully approved Spend Authorization is required before a vehicle can be reserved.
• Vehicle Size: Employees should rent mid-size vehicles. Larger vehicles may only be rented when necessary to meet specific business needs, such as transporting multiple travelers or equipment. Fifteen-passenger and larger vans may not be rented or used.
• Alternative Transportation: Rental vehicles should not be used when reasonable and less expensive public, commercial, or ride-sharing transportation options are available.
• Preferred Suppliers: The university’s preferred rental car suppliers are National, Enterprise and Hertz. University contracts with these suppliers provide discounted rates, included Loss Damage Waiver (LDW) coverage, reduced age requirements, and improved vehicle availability.
• Non-Preferred Suppliers: In rare circumstances when a domestic rental cannot be obtained through a university contract, travelers must consult with Purchasing & Travel and purchase all available insurance coverage.
• Fueling Guidelines: Travelers should refuel rental vehicles prior to returning them and should avoid prepaid fuel options.
• International Rentals: For all international vehicle rentals, travelers are required to purchase all available insurance coverage.
• Loyalty Programs: Travelers are encouraged to enroll in the National Emerald Club or Hertz Gold Plus Rewards programs to take full advantage of the university’s agreements with these providers. Membership benefits may include expedited service, priority access, and enhanced rental convenience.
  

Motor Pool Vehicles

• Booking Guidelines: To reserve a university vehicle, contact the Motor Pool Office at 801-422-5544.
• Policy Review: Travelers must review the University Vehicle Policy before requesting a vehicle.
• Billing Rates: Vehicle charges are based on either anticipated mileage or rental duration.
• Business and Personal Trips: Employees combining personal travel with business travel are responsible for documenting personal mileage or time and reimbursing their department for the personal-use portion of the trip. Employees who request a vehicle larger than necessary for business purposes must reimburse their department for any additional costs incurred.
• Vehicle Problems: Mechanical failures, accidents, or other vehicle issues must be reported immediately to the Motor Pool Office at 801-422-5544.

Privately Owned Vehicles

• General Guideline: The university discourages the use of privately owned vehicles for university business travel; however, reimbursement may be authorized when personal vehicle use is approved.
• Mileage Reimbursement: Mileage reimbursement for privately owned vehicles will be paid at the current IRS-approved mileage rate and may be claimed through an expense report using the appropriate mileage expense item.
• University-Assigned Vehicles: Personnel permanently assigned a university vehicle and responsible for fuel costs may receive reimbursement at 35% of the IRS-approved mileage rate.
• Non-Reimbursable Expenses: The following expenses associated with privately owned vehicles are not reimbursable under any circumstances:
  
  • Repairs or maintenance
  • Damage-related expenses
  • Towing charges
  • On-campus mileage
  • Normal commuting mileage to and from work
• Local Travel: Employees required to use privately owned vehicles for local business travel will be reimbursed at the current IRS business mileage rate. Local travel must be documented using a mileage log and submitted with an expense report using the appropriate Mileage Log expense item. Mileage logs should be submitted at least once each semester. University vehicles should be used whenever practical for local travel.
• Assumption of Risk: Employees or students who choose to drive or ride in a privately owned vehicle for university business outside the local area (more than 150 miles one way from the BYU campus) should complete an Assumption of Risk and Limited Release Agreement for each trip.
• Insurance Coverage: When a privately owned vehicle is used for university business, the driver’s personal insurance serves as the primary coverage. Employees who regularly use personal vehicles for university business must maintain insurance coverage at or above the following minimum limits:
  
  • $100,000 for bodily injury or death of one person
  • $300,000 for bodily injury or death of two or more persons per accident
  • $100,000 for property damage
• Insurance/Risk Questions: Questions regarding insurance coverage or risk-related matters should be directed to Risk Management and Safety at 801-422-4468.

Updated May 28, 2026