Driving Vs. Flying Cost Comparisons

8/29/12

Driving vs. Flying Cost Comparisons

Non-Employees: driving vs. flying cost comparisons are no longer needed. Please remind them though that they should be choosing the most cost effective mode of transportation.

Employees: If a traveler wants to fly and the roundtrip mileage is 1000 miles or less a driving cost comparison needs to be provided.

Example: A UW employee has a meeting in Minneapolis, MN and they want to fly instead of drive. The RT mileage from Madison to Minneapolis is about 540 miles. Therefore, the traveler needs to provide a flying vs. driving cost comparison since the RT mileage is less than 1000 miles.

540 miles x $0.352 (low mileage rate) = $190.08

RT flight from Madison to Minneapolis = $380.00

The traveler should choose to drive since it saves the UW $182.92. However, if the traveler chooses to fly, they will need to purchase the ticket with their personal funds and will only be reimbursed $190.08 of the total ticket price. A business justification may be accepted in lieu of a cost comparison (ex. Had a late meeting the day before the conference so needed to fly instead of drive because driving would get me there after midnight).

If a traveler wants to drive and the roundtrip mileage is over 1000 miles a flying cost comparison needs to be provided.

Example: A UW employee has a meeting in Oklahoma City, OK and they want to drive instead of fly. The RT mileage from Madison to Oklahoma City is about 1680 miles. Therefore, the traveler needs to provide a driving vs. flying cost comparison since the RT mileage is over 1000 miles.

1680 miles x $0.352 (low mileage rate) = $591.36

RT flight from Madison to Oklahoma City = $431.00

The traveler should choose to fly since it saves the UW $160.36. However, if the traveler chooses to drive, they will only be reimbursed $431 of their total driving expenses. A business justification may be accepted in lieu of a cost comparison (ex. Carpooling).

Please include this documentation with your expense report receipt packet.

If you have any questions regarding when a driving vs. flying cost comparison is needed please contact Autumn Hayes in the Business Office.