When it is necessary to use a privately owned vehicle for college business travel, the individual operating the privately owned vehicle must carry motor vehicle liability insurance. The employee is required to submit a copy of his/her insurance identification card to the Purchasing Department. Parking and toll charges are allowed in addition to the mileage allowance and will be reimbursed at actual cost. Receipts must accompany requests for reimbursement. Fines for motor vehicle violations, including parking violations, shall be the obligation of the operator of the conveyance. Liability insurance is required if an employee is utilizing a personal vehicle for College related business travel.
Mileage is reimbursed at the Internal Revenue Service (IRS) rate. THE MILEAGE REIMBURSEMENT RATE IS SUBJECT TO CHANGE AT ANY TIME BUT IN NO EVENT SHALL EXCEED THE FEDERAL REIMBURSABLE RATE (POV).
If a car rental is deemed necessary, a justification must be submitted with the Travel Request Form. The College will pay for or reimburse for the rental of up to a full-sized vehicle. Larger vehicles may be rented if there are four or more individuals traveling together, if the traveler is transporting sizeable equipment or if there are other valid College related business needs. Itemized receipts must be submitted with the Travel Expense Report for reimbursement.
Employees are required to purchase the comprehensive insurance offered by the car rental company. The College will not pay for or reimburse for the cost of additional equipment and service add-ons such as navigation or satellite radio. The College will not reimburse the cost of any motor vehicle violations. Fines for all motor vehicle violations shall be the obligation of the operator of the vehicle.
Fuel charges will be reimbursed at actual cost and itemized receipts must be submitted with the Travel Expense Report for reimbursement.
The College has an Enterprise/National Business Account. TCNJ’s account number is 17E7672, honors the State of NJ pricing and includes insurance in rates.
College-Owned Motor Vehicles
College-owned vehicles may be used by College staff for official College business subject to availability. The vehicles must be reserved in advance by contacting the Office of Campus Police. The Reservation Request Form as well as their reservation process is available online at http://campuspolice.pages.tcnj.edu/
You must provide:
- The purpose of the trip to confirm compliance with the usage regulations of the College.
- A list of additional drivers.
- A photocopy of your valid driver’s license
Reservations must be made at least one week in advance. Notification of the status of your vehicle reservations are posted through your email address. Additional paperwork is needed on the date of your off campus travel, so plan to arrive for pick up at least 15 minutes before your scheduled departure time. Any additional details concerning fleet vehicle reservation guidelines can be found on the Campus Police web site as listed above.
All vehicles will be picked up at the Office of Campus Police. Operators are required to have a valid driver’s license and TCNJ ID card. The vehicle is signed out by the dispatcher and the employee is provided a Fleet Vehicle Dispatch Record Form which is to be completed and submitted upon return to the Office of Campus Police. All vehicles should be fueled at the GASBOY pump prior to leaving campus.
A College credit card will be provided to be used to refill gasoline off campus or for emergency automobile repairs. The customer copy of the credit slip must be submitted and must contain the license plate number of the car. The vehicle operator is responsible for making sure that the attendant has completed the credit slip and has written in the license plate number. In the event of an emergency, the vehicle operator shall document the time, date, and circumstances of the emergency on the Fleet Vehicle Dispatch Record at the time the vehicle is returned to the Campus Police Office Unauthorized use of the credit card will result in disciplinary actions taken against the user.
Expenses for tolls and parking will be reimbursed at the actual cost and receipts must accompany requests for reimbursement. Fines for motor vehicle violations, including parking violations, shall be the obligation of the operator of the vehicle.
Any accident you may have while drive a college-owned vehicle must be reported to the local police department as well as the Office of Campus Police Services by calling 609-771-2167. If you have any additional questions regarding the College’s fleet usage, please contact Campus Police Administrative Office at extension 2171.