Ground Transportation Policies

Car rental policies

Yale has negotiated discounts with preferred rental car agencies. Travelers should rent the most economical (compact or midsize) vehicle consistent with business needs and travel circumstances. View Yale’s preferred vendors page for more information on car rental agencies, their New Haven locations, and discount codes.

Insurance for domestic rentals:

Travelers should decline any additional insurance coverage offered by car rental companies, as it duplicates insurance already provided by Yale and will not be reimbursed.

Read more about Yale’s car rental policies and insurance.

Mileage reimbursement policies

The use of a personal vehicle will only be reimbursed at the federal mileage allowance rate for business travel. This rate covers the cost of vehicle usage, including gasoline. As such, the traveler will not be reimbursed separately for gas expenses. Travelers will, however, be reimbursed for tolls and reasonable parking fees.

View Yale’s mileage allowance rate.

An attachment of Google Maps showing the mileage and starting and ending locations is accepted documentation for mileage reimbursement.

Note: There is a limit on vehicle reimbursement of no more than the economy class airfare for a similar trip. Please seek approval from macmillan.fellowships@yale.edu prior to your trip.  In addition, please review Yale’s ground transportation policies.