• UMPSA Home Page
• Membership Form
• Campus Contacts
• UMPSA Officers
• State Association
• Meetings and Events
• UMPSA Information

• Current Bargaining Agreement
• UMPSA Constitution
• UMPSA By-Laws
• Join the E-Mail List
• Join UMPSA Now
• Benefits of Membership
• Dues Schedule (PDF)
• UM Chapter News
• Grievance Form (Step 1)
• Grievance Form (Setp 2)

• State of Maine
• University of Maine System
• University of Maine System Labor Relations Act
• Legislative News
• Contact a Legislator

• Maine Education Association
• MEA Higher Education

• NEA Higher Education
• Almanac of Higher Education
• Advocate Online
• National Education Association
• Member Benefits

Article 21 - Use of Personal Vehicle
and Work Related Expense Procedures

A. 1. A unit member has the right to use his/her personal vehicle for assigned non-campus University business provided notice is given to the University prior to the travel. Reimbursement shall be at the same rate paid by the State of Maine. If a unit member exceeds ten thousand (10,000) miles during a fiscal year, the unit member shall be reimbursed at the current IRS mileage rate. If the department or administrative unit would be charged a higher amount per mile by the campus motor pool, the unit member shall be reimbursed at that rate.

2. No reimbursement shall be made if prior notice regarding the use of a personal vehicle is not given, or if a University vehicle is required to make the trip at approximately the same time.

3. Only one unit member may receive reimbursement under this provision for each University vehicle for which a personal vehicle is substituted.

4. Reimbursement mileage shall not exceed the lesser of the actual distance traveled on official business or the distance which the University vehicle would have traveled if used. Where a personal vehicle is used for long distances, reimbursement in the amount of air fare shall be provided in lieu of mileage and enroute expenses.

B. While unit members are accountable for performing all their professional responsibilities, and where such duties may require off-campus travel, a unit member may not be required to utilize his/her personal vehicle. A unit member is obligated to make a reasonable effort to arrange alternative transportation when a University vehicle is not available.

C. Reimbursement of Expenses
The University shall provide appropriate mechanisms for timely reimbursement of travel expenses, such as, direct billing to hotels, cash advances, corporate credit cards, etc. Administration of these mechanisms shall be in compliance with University travel and expense reporting policy. In the event reimbursement of expenses is problematic, affected unit members may meet and consult with their campus president or designee to investigate and, if necessary, improve the reimbursement procedures at the campus. The unit members may refer any unresolved issues to the campus office of human resources.

D. Procurement Cards
When the University implements a system-wide procurement card system, unit members who are obligated to regularly expend money in the performance of their job responsibilities will be issued cards subject to approval of the respective campus Chief Financial Officer. Unit members will use these cards in conformity with University of Maine System policy as set out in Administrative Practice Letter 45 (April 28, 1999), or its comparable successor, and will not incur any personal liability for properly authorized University expenses when using such cards in the performance of University business.

Other unit members may be provided with a procurement card subject to the University purchasing card policy.