Transportation Expense Reports – FAQ What are the new fields in Transportation Expense Reports?

Washington and Lee University
September 11, 2024

What are the new fields in Transportation Expense Reports?
Expense reports for transportation now include a field for:
1. Transportation type (air, bus, train, car etc.) and,
2. Miles traveled. A link for quick air miles calculation is provided within the expense report form.

Why have these fields been added?
W&L is part of a national network of colleges and universities that have committed to a goal of campus carbon neutrality. Every year we measure and publicly report our institutional greenhouse gas (GHG) emissions. Transportation is a major source of GHGs and W&L is responsible for the environmental impact of university-sponsored travel.

By including the transportation type and mileage for university sponsored trips, you are helping W&L accurately account for our transportation-related emissions.

What do you mean by “Transportation?”
“Transportation” is the mode of travel from point A to point B. It should not include general travel related expenses such as checked baggage fees, tolls, rental car insurance etc.

Why is the type of transportation important?
Some modes of transportation produce more GHG emissions than others. For example, air travel has a higher environmental impact than train travel. The type of travel is important to calculating the associated emissions.

My flight had a layover. Do I need to calculate mileage based on the exact route of my flight, including layovers?
No. Indicating miles between departure site and destination site is sufficient.

I used a rental car for commuting to multiple meetings over the course of my travel. Do I have to document travel to every individual destination?
No. Your rental car receipt will show your total mileage during the rental period under “Miles Driven.” Simply enter that total number.

I bought a weekly pass for public transportation. Am I supposed to calculate mileage for every little trip I used it for?
No. The goal is to capture a reasonable overall measure of university sponsored travel. Please use your best judgement and enter a number that represents a reasonable assessment of the total miles associated with the expense.

I process travel reimbursements for people outside the university – like speakers and prospective students – using a Supplier Invoice. Why don’t I see these fields on that report?
We are working on this! For now, continue to complete your supplier invoices as you have in the past, but stay tuned for updates.

If I have an expense for a Charter Bus, should that be coded as “Transportation” or “Professional Fees.”
Please use transportation to capture charter bus expenses.

This feels confusing. Whom do I contact with questions?
Please direct initial questions to Jane Stewart, director of sustainability, at jcstewart@wlu.edu. If your question requires additional guidance from the Business Office, it will be referred on.

This feels annoying. How can I register my concerns?
Please contact Jane Stewart, director of sustainability, at jcstewart@wlu.edu. Your feedback will help improve processes and communications!