Vehicle Rental Instructions
- Tracy Steele
Information from SU Purchasing: Car Rental Information - CFO – Syracuse University
Note: It is recommended that you run your plans by budget staff (via biobudget@syr.edu) to make sure you have adequate funding to cover the rental costs and that it’s within sponsored funding guidelines (if applicable).
If the traveler has a Syracuse University credit card
Reserve your vehicle using the instructions provided by SU Purchasing: Car Rental Information - CFO – Syracuse University
If the traveler does not have a Syracuse University credit card
Enterprise is the only company that accepts a Purchase Order (PO), initiated by the Department of Biology on your behalf. This PO option can only be used for car pick-ups in Syracuse. If the traveler is picking up the car outside of Syracuse, the expense will need to be reimbursed instead.
Reserve your vehicle by emailing your request, including all travel details, TO biopurch@syr.edu (managed by the Office Coordinator), COPYING biobudget@syr.edu (managed by the Budget Analyst). Please provide two weeks' lead time before the start of your intended reservation.
Once finalized, the Office Coordinator will send the PO and confirmation to the traveler.
Mileage vs. gas reimbursement
Under IRS regulations, we cannot reimburse gas costs for a personal vehicle. You must calculate mileage by using a site such as Google Maps.
Mileage reimbursements for local use of a personal automobile on University business is another type of reimbursable expense and will be paid at the rate in accordance with IRS guidelines.
The mileage reimbursement rate for use of a personal automobile on University business incurred on or after 01/01/25 is $0.70 per mile.
Employees should use the Travel and Expense Center in MySlice for reimbursement.
Instructions may be found on the Travel and Expense Reimbursements for Employees - CFO – Syracuse University page. For non-employee reimbursement use the travel voucher form which can be found on the Forms - CFO – Syracuse University.
Gas reimbursements are only permitted when using a University-owned or rental vehicle. To request reimbursement, you must submit all original, legible receipts either through the Travel & Expense tile in MySlice or by completing a Travel & Expense Reimbursement Request Form - Biology Department - Answers