Personal Vehicle Use

Policy

The use of personal vehicles is permitted for business or recruiting related travel.

Coaches and staff will be reimbursed for mileage at the Federal Government’s prevailing rate per mile. Coaches and administrators who receive a vehicle stipend will be reimbursed at the rate specified in their respective contracts and within a 500 miles round-trip reimbursement cap.

The coach or staff member’s personal car insurance carrier is the primary insurance carrier when a personal vehicle is used for business or recruiting related travel. Coaches and staff are responsible for maintaining adequate insurance coverage (state mandatory insurance requirements, at a minimum) for their protection and the protection of any passengers. Brown University will only cover liability claims in excess of the coach or staff member’s auto insurance policy limit and does not cover collision damage, theft, or insurance deductibles.

In addition, coaches and staff are responsible for the following costs that may be incurred while using a personal vehicle on business or recruiting related travel including, and may not be limited to:

•        Car repair

•        Damage to personal vehicle

•        All tickets and fines (parking, traffic violations, etc.)

•        Theft of personal vehicle and/or vehicle contents

•        Rental car costs during repair of personal vehicle

•        Toll violations

•        Car wash

•        Gasoline

Please note, coaches and staff traveling on University business that require auto transportation should either use a personal vehicle if traveling locally or rent a vehicle. Borrowing another person’s vehicle and seeking reimbursement while traveling on University business is not permissible.

Note: It is against University policy for an employee to solely pay for another individual’s travel expenses. If an employee is requesting reimbursement for expenses for anyone other than him/her self, the relationship and reason for the additional reimbursement must be clearly stated. Any exceptions must be granted by the Associate Director of Athletics for Business Operations prior to book travel.

RELATED INFORMATION & FORMS