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Transportation

Air

Coach or economy class travel is required whenever any such service is available. The excess of first class or business class over coach or economy fare will be the responsibility of the traveler. Only the president can sign for and approve the use of first class or business class travel on university business.

By booking in advance, travelers can often realize substantial savings by flying on fares less expensive than economy. Please pursue these options with our Carlson Wagonlit travel counselors.

Bulk Purchase Air Fares

By consolidating its travel business with Carlson Wagonlit, the university is able to benefit from certain negotiated travel discounts between frequently traveled city pairs on designated air carriers. By mutual agreement, the actual fare is often not able to be quoted to the traveler before hand, but all such programs represent substantial percent savings over economy and unrestricted coach fares. Use of these programs whenever possible is strongly recommended both to obtain better fares and to maximize the university's ability to qualify for these programs. Itineraries which, at the request of the traveler, divert from special or bulk fare programs negotiated by the university will be noted as lost savings opportunities on travel management reports distributed to deans and vice presidents. Questions concerning these programs should be directed to Carlson Wagonlit or University Services at ext. 6-4313.

MASCO Consortium Discounts

Brandeis has joined a purchasing consortium of other universities and non-profit organizations whereby the university qualifies for special discounts on preferred airlines between designated city pairs. The discounts range from 10 percent to 20 percent and are recommended whenever the resulting fare is the lowest logical fare for your intinerary. Please take advantage of these fares whenever possible to assure the university's continued qualification for these programs. These savings are only available through the university travel agency at ext. 6-2929.

Rail

Coach or parlor by day, roomette overnight is permissible.

Personal Auto

Reimbursement is currently at the rate of 48.5 cents per mile effective Feb. 1, 2007, plus tolls and parking charges supported by receipts.

Taxi

Reimbursement is for actual expenses including gratuities. Trips are to be of minimal length and each trip should be separately indentified on the Expense Report. When available, airport limousines to hotel accomodations should be used.

Rental Car

When this form of transportation is clearly less expensive than any other, rental of compact cars will be allowed. The university has negotiated discount rates with Avis and Thrifty Car Rentals. Account number information to obtain these rates is available through University Services. No other vendor should be used except in locations where neither vendor is available or when another vendor is less expensive or the type of vehicle required (i.e., large van) is only available through another vendor.

To maximize reporting and to ensure qualifications for corporate rates, car rental reservations are best made through our Carlson Wagonlit travel agency. Since rental car companies cannot bill the university directly, payment must be made at time of rental using the employee's personal credit card. When submitting this expense for reimbursement, the traveler's copy of the rental agreement must be attached to the Expense Report.

Car Rental Insurance Coverage

Personal Injury Insurance: The employee is covered under the university's general insurance for this type of insurance when on university business. Therefore, employees should always waive this optional coverage and charge.

Collision Damage Waiver or Limited Damage Waiver (CDW or LDW): If you are renting a car through Avis and paying the standard corporate rate, complete coverage for the car is included in our corporate rate. Do not request or pay for these options. If you are renting from Thrifty or any other vendor you must still purchase the daily CDW or LDW coverage to release you from all property damage liability. Please factor the ability to waiver the cost of optional insurance coverage into the quoted rate when comparing between quoted daily charges for car rental.

Public Transportation