Personal Vehicle Use

Please note: If you drive over 400km per year while on University business using a personal vehicle you are required to complete the online Defensive Driving Course offered by Environment, Health and Safety. Please contact ucsafety@ucalgary.ca for more information on the course. Those driving their personal vehicle on University of Calgary business are not required to register in our Drivers System. 

New Insurance Requirements

As of Nov 21, 2022, those who drive personal vehicles for UCalgary purposes will be required to have at least $1 million in personal liability insurance. This amount of insurance has been an industry standard for many years, so this change is only to reflect the standard becoming a mandatory requirement going forward. This change will be noted in the expense reimbursement process.

How do I know if I have $1 Million in personal liability insurance?

  • Check your insurance documents or ask your insurance agent/company.

Will the expense reimbursement process change?

  • No, the process will stay the same.  Those asking for mileage reimbursements will see that the wording has changed to requirement them to acknowledge this requirement.

What are the steps to request mileage reimbursement?

  • This can be done through the regular Expense Report process available under My UCalgary.

What if I have a claim for expenses that took place prior to Nov 21 and I didn't have the $1 Million personal liability insurance at that time?

  • There is a one-time exemption request available through the Expense Report process. 

Updated:  November 7, 2022

Coverage and Compensation

The University of Calgary does not provide primary insurance for privately owned vehicles (including those of employees or students). Employees may use their personal automobile while on university business — however, it is the employee's insurance that will apply in an accident situation. 

In advance of travel, vehicle owners are strongly advised to check with their own insurer regarding use of their vehicle for business purposes. This may require securing an appropriate endorsement to their policy to include business travel. Compensation is deemed to be within the current reimbursement rate per kilometer, and therefore the cost of additional endorsements is at the personal expense of the vehicle owner.

Information on reimbursement rates for use of private vehicles can be located in the Supply Chain Management Travel and Expense Reimbursement Handbook in section 3.3 - Personal Vehicle.