Cars

Current Mileage Rate: $.55 per mile (updated 10-20-09)

Check With Your Department First
Each school or department may have travel requirements over and beyond those of the State or University. These may be additional forms for trip approvals, justifications, reports, or differences in what amounts will be reimbursed for meals, lodging, or airfare. Larger departments may have a single travel coordinator who will make all of your arrangements whereas smaller departments may expect the traveler to do all of it. Be sure you know before your trip, the role your department plays in both planning and reimbursing for travel.

WWU Motorpool
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Vehicles for anyone traveling on Western Washington University business and possesses a valid driver's license. Students who attend Western and are participating in official school activities or programs.

WWU Motor Pool

Enterprise Car Rental Contract
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The WWU traveler must be listed as the driver on the rental agreement. The entire rental expense is not reimbursable if any other person not on WWU business is listed as a driver.

Enterprise Reservation Website

Enterprise State Contract

Print your Enterprise Rental Receipt

Enterprise Office (Bellingham) 1852 N State St., map, 360-733-4363

Enterprise map

Effective 6/23/08, there will be a 5.5% price increase for State Contracted rentals with Enterprise Rent-a-Car.
Extension contract period 8/1/08 - 7/31/10

Reservation

If using a PO (in-state only) reference the corporate account/customer number 45WA049.
If using your Corporate Travel Card reference the corporate account/customer number 45WA411.
Reference "WAS" as the first 3 characters of the company's name.
Decline the collision/loss damage waiver (CDW/LDW) and the supplemental liability insurance (SLI) because it is included in the WWU contract.
Decline promotional rates. These rates do not include the provisions of the contract.
Decline any other type of insurance.
CDW/LDW is reimbursable if you accidentally accepted this type of insurance. Accepting any other type of insurance is your personal responsibility and is not reimbursable.

At the Enterprise counter

If your reserved vehicle class is not available when you arrive, Enterprise may offer you a different vehicle as a substitution which would be covered under the WWU contract.
Verify the daily rate with your reservation information.

While you have the car

Keep track of your gas and parking expenses. Receipts are required for expenses over $50. Receipt is required regardless of cost for the car rental.
If your rental car is in an accident, follow the Enterprise guidelines given to you when you picked up the car.
Re-fuel to the top of the tank prior to returning the vehicle to avoid fuel charges.

Payment

Use your Corporate Travel Charge Card for payment.

When you get home

Attach the itemized car rental receipt or the finalized rental agreement that list the actual amount paid (regardless of cost) and any additional receipts for expenses over $50 to your Travel Expense Voucher (TEV) for reimbursement.

Other Car Rental Agencies
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If you rent from another agency please use your WWU Corporate Travel Card. If you do not use your WWU Corporate Travel Card for payment, get the collision/loss damage waiver insurance.

Personal Car
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Current Mileage Rate: $.55 per mile (updated 10-20-09)
If you drive your own car on University business, you are reimbursed the applicable rate for each mile driven.
- Compute mileage using either the car mileage and rates table or your actual odometer readings.
- Separate "point-to-point mileage" (getting from here to there and back again from "vicinity mileage" (going around at your destination). For vicinity miles, use your odometer reading.
If you choose to drive your own car instead of flying, you are reimbursed the applicable rate for each mile driven up to the state contract airfare (if there is no contract fare, the lowest available coach fare) for the same trip.
- Compute the mileage as described above.
You are responsible for your own car insurance. If you are in an accident, your insurance is the primary coverage .
Daily commute transportation expenses between the traveler's official residence and official duty station is a personal obligation of the traveler and is not reimbursable by the state. All other miles driven on official state business are reimbursable.
- Working during hours or days that the employee is not normally scheduled to work does not entitle the employee to reimbursement for transportation mileage expenses incurred between their official residence and their official duty station.
- When an employee is assigned to work at more than one location within their official duty station, they may be reimbursed only for the local miles driven between the work locations.