10-12: Ground transportation

Effective: January 15, 2024
Revised: October 21, 2025
Approved by: Van Christensen
References: Utah Code 63A-3-107, Administrative Code R25-7.

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Purpose

This policy outlines the conditions for reimbursement for ground transportation expenses.  

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Definitions

Actual cost – The total amount of money that was paid for an expense.

Ground transportation – The use of taxi, rideshare, shuttle, or public transportation for state business. A commute from a traveler’s home to their regular place of work is not considered state business. 

Reimbursement – Money paid to compensate travelers for money spent while traveling on official business.

Rideshare – A service that allows a person to arrange a ride in a private vehicle driven by its owner, for example Uber, Lyft, or Via.

Traveler – Any person traveling on official state business for an agency or political subdivision. This definition includes employees, non-employees, board members, elected officials, vendors, volunteers, grant recipients, and award beneficiaries.

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Policy

A – Rideshares

1 – A traveler should use their own account to book a rideshare. 

2 – If it’s more convenient for a traveler or an agency, a traveler may use the state contract for rideshares. For more information, contact the GovOps Division of Fleet Operations and ask for information on managed rideshare services.

2a – Travelers aren’t reimbursed for rideshares booked using the state contract.

2b – Agencies are billed through a p-card for rideshares booked using the state contract.

B – Ground transportation

1 – Travelers are reimbursed the actual cost of ground transportation used for state business. For example, a traveler is reimbursed for a rideshare taken to and from the airport.

2 – Travelers aren’t reimbursed for personal use of ground transportation while on state business. For example, a traveler isn’t reimbursed for a rideshare taken to a restaurant or movie theater.

3 – Travelers aren’t reimbursed for rideshare upgrades unless there is a documented business purpose.

4 – Travelers must choose a mode of transportation that best meets their business needs. The business need for the selected mode of transportation must be justified and clearly documented in the business purpose section of their reimbursement request. 

4a – Travelers are reimbursed the actual costs of transportation.

C – Tips

1 – Tips for ground transportation are reimbursed if shown on an original, itemized receipt.

2 – Travelers are reimbursed the actual cost of tips up to 20% of the total fare, including taxes and fees.

2a – If a 20% tip results in an amount less than $5, a traveler may tip up to $5. In this situation, the traveler is reimbursed the actual cost of the tip up to $5.

D – Travelers must provide documentation

1 – Rideshare receipts must document the starting and ending location of the trip.

2 – See travel policy 10-6-C to learn what documents must be attached to the traveler’s reimbursement request.