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Accounting Services

Vehicle Transportation

Authorization

Anyone driving on state business is required to obtain authorization from the Department of Environmental Health and Safety and Risk Management before traveling.  Please review information and instructions and complete all requirements well in advance to ensure time for completing the defensive driving course, and processing of forms. 

Rental Vehicles

Enterprise and National Car Rental are the only State-authorized rental agencies.  The primary agency is Enterprise.  National is used for out-of-state and international travel.

  • State employees should use the Concur reservation system for standard vehicle rentals to take advantage of the CRBTA Direct Bill account
  • When calling in a reservation, employees must provide the Cost Center code to the Enterprise representitive. The Cost Center code is located in the employee's Concur Profile
  • Vehicle size should be no larger than intermediate
  • Short-term domestic rentals will not incur one-way drop charges
  • The CRBTA is not for personal travel

Fuel Requirements

  • Travelers are strongly encouraged to return their rental cars with a full tank of gas purchased prior to dropping off the vehicle. Gas should not be purchased from the rental car company due to the increased cost and additional fees that may be applicable. Prepurchasing fuel is not recommended because the traveler is charged for a full tank of gas regardless of how much gas is actually used.

Private Vehicle Mileage Rates

  • The California State University will adhere to IRS guidelines for standard mileage reimbursement for business travel occurring on or after January 1, 2025. The IRS mileage rate for calendar year 2025 will be 70 cents per mile, which is an increase from the 2024 rate of 67 cents per mile. 
  • The current mileage rate applies to fully electric and hybrid automobiles.

Motorcycles, Scooters, and Bicycles

Motorcycles, scooters, and bicycles shall not be authorized for use on official University business, nor shall any reimbursement be made for the use of such vehicles.

Concur Travel Expense Error

If you have been recently authorized to drive and are having issues submitting your Concur Travel expense report, please follow these steps below:

  • Open your Concur Expense Report.
  • Select each driving expense with a red ! mark.
  • Re-save the entry by clicking on the "Save Expense" button on the top right or bottom left.

This should clear your exceptions and allow you to submit your travel reimbursement request.

If the issue does not resolve, please contact the EHS & RM office at ehsrm@mail.fresnostate.edu.