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(a) Local Transportation.

(1) Employees are encouraged to use WSSC pool vehicles, if available, for local travel events.

(2) Travelers may use personal vehicles or public or nonpublic transportation.

(3) Except as provided in subsection (a)(4) of this section, travelers may be reimbursed for tolls or parking expenses with a receipt upon submission of a travel expense report.

(4) A receipt is not required for parking meters.

(b) Out-of-Town Transportation – Air or Rail Transportation.

(1) Except as provided in subsections (b)(2) and (3) of this section, the lowest logical airfare or rail fare is preferred over personal or WSSC vehicle use for distances more than 300 miles one way.

(2) A designated approver may approve a higher economy class airfare for a nonstop flight.

(3) A designated approver may approve a higher economy class rail transportation fare for a nonstop or limited stop rail transportation fare.

(c) Out-of-Town Transportation – Public and Nonpublic Transportation. Public transportation and nonpublic transportation is reimbursable upon submission of a travel expense report for:

(1) Home or work site to the departure terminal;

(2) Local business-related transportation at the destination; and

(3) Return transportation from the terminal.

(d) Business Travel with Personal Vehicle.

(1) Business travel with personal vehicle may be approved by the designated approver for distances more than 300 miles, one way.

(2) Business travel with a personal vehicle will only be reimbursed at the cost of the lowest logical air fare or rail fare.

(3) Travelers that use a personal vehicle must:

(i) Be preapproved for the use of the personal vehicle; and

(ii) Submit the cost of the lowest logical airfare or rail fare, in writing, at the time the traveler seeks approval for use of the personal vehicle.

(iii) The Disbursements Division may review the average of economy or coach class airfare or the lowest one when determining whether to approve use of a personal vehicle under this subsection.

(e) WSSC Vehicle. If approved by Fleet Services in accordance with the standard procedure, gasoline expenses are reimbursable with a receipt and upon submission of a travel expense report.

(f) Rental Vehicles.

(1) A designated approver may approve use of a rental vehicle.

(2) A rental vehicle shall be approved only if:

(i) The traveler identifies a specific business need;

(ii) Alternative means of transportation are unavailable or inappropriate;

(iii) The cost of the rental vehicle is less than the cost of public or nonpublic transportation; and

(iv) Convenience or safety issues justify the additional cost.

(3) If use of the rental vehicle is of a sufficiently long duration to warrant long-term rates, the traveler should attempt to secure long-term rates.

(4) Drop-off charges for one-way vehicle rentals should be avoided, if possible, by obtaining a vehicle assigned to the destination city.

(g) Insurance Coverage for Rental Vehicles.

(1) This subsection does not apply to a WSSC-approved consultant.

(2) The Commission self-insures rental cars in the United States in the same manner it insures its own vehicles.

(3) Because the Commission self-insures, insurance coverage offered by car rental agencies may not be purchased by a traveler while traveling on official business in the United States.

(4) For international travel, insurance coverage should be purchased by a traveler and is reimbursable.

(h) Traffic Citations and Parking Tickets.

(1) Travelers shall operate all vehicles in a safe and lawful manner, obeying all laws and speed limits.

(2) Traffic citations and parking tickets incurred by the traveler will not be reimbursed. (Document dated July 1, 2021; FIN-2018-2 § (k))