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Vehicle Usage

Ground Transportation

Taxis, buses, shuttles, subways, etc. are reimbursable at full fare for University business. Travelers should incur the lowest reasonable ground transportation cost that meets business needs.

LSSU Motor Pool

When traveling by automobile, it is recommended that travelers use University Motor Pool vehicles for trips over 100 miles. The LSSU Physical Plant assigns Motor Pool vehicles in order of travel request and vehicle availability. Vehicles may be reserved by calling extension 2617 or by using the online motor pool request form.

All personnel traveling by use of Motor Pool are required to complete a LSSU Vehicle Inspection Form before departing the Motor Pool. Vehicle users should be aware that trips are billed ‘per mile’. All gasoline, oil and repairs must be charged to the Fleet Fuel card located in each vehicle. It is strictly prohibited to use a motor pool vehicle for personal use.

Please see the LSSU Vehicle Policy for additional information.

Rental Vehicles

The use of rental vehicles is limited to situations where other ground transportation is either not available or is impractical. The University will reimburse expenses for economy or midsize vehicles only. Reimbursement will be at the full rental agency rate.

Physical damage insurance must be taken when renting the vehicle. Liability insurance is provided by the University and should not be purchased.

Please note: When signing the rental contract, the employee must sign his/her name and Lake Superior State University to ensure the University has an insurable interest in the transaction.

Please see the LSSU Vehicle Policy for additional information.

Personal Vehicle

When travel by automobile necessitates the use of the traveler’s personal vehicle, the traveler will be reimbursed at the IRS-approved mileage rate as communicated by LSSU Business Operations each year.

Mileage is generally calculated from the place of employment (LSSU) to the travel destination, unless the employee’s residence has been designated as their typical place where work is conducted. All mileage reimbursements will be calculated using Google Maps. Note: Vicinity mileage within the Sault Sainte Marie, Michigan city limits will not be reimbursed unless expressly authorized under special programs such as grants.

Common Travel Destinations:

Expenses incurred for gasoline, repairs, towing, etc. are included in mileage allowance and are not reimbursable. Expenses incurred for parking, bridge fare and tolls are reimbursable and limited to the actual amount paid. Any fine or charge for a violation of public policy (such as a speeding ticket, parking violation, etc.) is not considered a reimbursable expense. The vehicle owner’s insurance policy will always provide the primary liability coverage when travelling using a personal vehicle. Personal vehicles may be used in lieu of commercial airline travel. Mileage will be reimbursed at the established current rate but should cost the University no more than the commercial coach/economy airline fare. Vicinity mileage within the travel destination area is an allowable expense and must be properly documented in order to be reimbursed.