Transportation Expenses

When booking airfare, keep in mind:

• Make reservations early enough to take advantage of advance purchase discounts
• Secure the lowest available airfare using Basic Economy or Main Cabin class of service
• WSU allows for seat selection for main cabin and main cabin equivalent seats
• WSU will not pay for upgrades, seats that provide extra services or legroom, exit row seats, or priority boarding
• Add-ons such as upgrades, trip insurance, etc., are not approved University travel expenses. You may only purchase these extra services using personal funds that will not be reimbursed.

If your travel plans change, work with the airline to be reimbursed for the airfare.

Be aware of the airline’s cancellation policies that govern the purchase.

If you are having difficulties obtaining the receipt or have questions about a cancellation, reach out to the Travel Office at travel@winona.edu

WSU maintains a fleet of vehicles for business travel.

Employees are encouraged to use this fleet whenever practical.

Driver approval is required.

Learn how to reserve a motor pool vehicle.

A rental car may be considered if business travel is required, and public transportation is clearly not adequate or expected to be more expensive.

Travelers must choose the least costly method of transportation that meets the traveler’s schedule and business needs.

The State of Minnesota has a nationwide contract with Enterprise/National Car Rental for business travel.

If Enterprise or National is not available, another vendor may be considered. The employee is required to purchase the liability and physical damage insurance coverage offered by the alternate rental company.

No other operational coverages or expenses is considered business expense.

When renting a car:

• You must be an employee of the State of Minnesota and driver-approved.
• You must be 18 years of age or older to rent a vehicle and at least 21 to operate a 10-12 passenger vehicle. Some states require drivers to be 25 years of age to rent a vehicle.
• Rentals are limited to compact/standard/intermediate vehicles unless there are business needs that require larger classes of vehicles. Claims for expenses beyond the above vehicle classes for reasons such as transporting extra passengers, carrying cargo or bulky equipment, etc., should be explained.

In the event of an accident, no renter shall be asked for any money at the time of the accident.

All renters will cooperate with the rental company by completing accident reports and giving any information to the proper authorities.

Also notify WSU Safety Administrator Erin Paulson at safety@winona.edu if an accident occurs

The use of a personal vehicles for University business is allowed, but the primary liability risk falls on your personal insurance.

Reimbursement is paid the shortest distance from your origin (primary work/school location or your residence) to your destination.

Commute miles to work are not reimbursable.

Long distance driving (instead of flying to your destination) is reimbursed at the lowest airfare, which is determined when you are completing your travel request.

You will need to select the flight that you would take if you were to fly to your destination.

The following rates are effective for travel:

• 63 cents per mile driven Jan. 1 – Dec. 31, 2025, when traveler elects to use a personal vehicle
• 70 cents per mile driven Jan. 1 – Dec. 31, 2025, when a motor pool vehicle was requested and denied based on vehicle availability.

Consult the Mileage Tables (PDF) for frequent destinations in the Midwest.

If there are no motor pool vehicles available, record this fact on your reimbursement form when submitting the higher rate.