Incurred expenses - NIU - Transportation Services

Transportation Services

Expenses Incurred While Driving a University Vehicle

  1. When a university vehicle is outside of the DeKalb area and it is impossible to obtain the necessary gasoline, oil, and services at the university garage, the driver should use the Wright Express credit cards.
    1. A Wright Express Vehicle Equipment Credit Card is provided with each vehicle.
    2. Retain all oil company charge tickets and turn them in to the Transportation Office with the #4 copy of the Request for Transportation upon completion of your trip.
    3. On those rare occasions when it is necessary to purchase gasoline with cash, a receipt should be obtained at the time of purchase and submitted for reimbursement at the time the vehicle is returned to Transportation. Transportation departmental funds will be the source of the reimbursement. This type of reimbursement should not be included on your travel voucher.
  2. If a university automobile develops mechanical trouble while on an out-of-town trip, the following procedures should be followed:
    1. If the repairs are under $100.00, after notifying transportation the driver may arrange to have the repair made. The driver should use the Wright Express Credit Card whenever possible. If it becomes necessary to use an alternative form of payment, a receipt should be obtained at the time of service and submitted for reimbursement when the vehicle is returned to Transportation.
    2. If the repairs are $100.00 or more, the driver should telephone Transportation Services, (800) 955-3688, for instructions. For after-hours service, press #0 to be connected to University Police, who will contact appropriate staff.