Per the UNM Travel Policy 4030, section 7.4.3 “Out-of-State Mileage”, “Reimbursement for expenses incurred when traveling by personal automobile in lieu of air travel for out-of-state travel may not exceed the cost the traveler would have otherwise incurred if the traveler had flown.”
If there is a valid UNM business purpose for driving a personal vehicle to an out-of-state destination, the allowable costs associated with this method of travel (allowable mileage rate, tolls, parking, etc.) will be allowed to be reimbursed, even if these costs exceed what the costs would have been if the traveler had flown. The business reason for needing to drive must be fully explained in the Travel DPEZ. An example of an allowable reason might be that large equipment or exhibits had to be transported, etc.
However, if a traveler drives their personal vehicle due to personal preference, before the trip takes place the traveler should determine what the costs would be if they were to travel by air. This would include the cost of a round-trip airline ticket at the lowest available rate, and the cost of necessary ground transportation to the airport, as well as at the destination (rental car, parking, shuttles, taxi, etc.). The potential cost of the airline ticket should be determined far enough in advance to obtain the lowest possible fare.
Various resources can be used to determine the airfare. Expedia.com is a resource commonly used by Unrestricted Accounting. Quotes for estimated ground transportation expenses should also be obtained and provided, so that the appropriate comparison can be made. Three (3) quotes should be provided and the lowest will be used for the comparison.
If, after the comparison, the total estimated costs if the traveler had flown are less than the total actual costs of driving a personal vehicle, the traveler will only be reimbursed this lesser amount. Keep in mind that the mileage rate currently allowed, which is authorized by the New Mexico State Per Diem and Mileage Act, is intended to include all costs associated with owning the automobile, including gasoline, maintenance and repairs, insurance, etc.
