Personal Mileage is always a reimbursable expense upon completion of the travel.
Regular Mileage Reimbursement for a trip
Actual business mileage is calculated for direct mileage between points on the traveler's itinerary. Mileage in excess of this requires a written explanation of the business purpose. Mileage will be calculated from the traveler's duty station or home, whichever is closer. A mileage calculator is on our webpage listing commonly visited cities. If the city needed is not listed, use Mapquest.com to obtain mileage. Attach the printout to the travel reimbursement. When using a personal vehicle for state business the standard mileage rate of 53.5 cents set by the IRS is reimbursable for the first 100 miles per day of the trip. Miles that exceed the 100 miles per day of travel will be reimbursed 17 cents per mile which is set by the IRS. No reimbursement shall be made for the use of a personal vehicle when commuting from an employee's home to his/her duty station.
Monthly Mileage-Local Reimbursement
If you have local travel that you do on a regular basis this is considered monthly mileage. You will need to complete a mileage log. This form can be found on our webpage under Forms. You will need to record the miles driven, where you went and the purpose of the trip. An original mileage log should be kept with accurate records of miles driven for official university business and should be submitted with the travel reimbursement. Faxed or copied mileage logs are not acceptable. When using a personal vehicle for state business the standard mileage rate of 53.5 cents set by the IRS, is used for up to 100 miles per day. For any additional miles over the 100 miles per day mileage will be reimbursed at 17 cents per mile. No reimbursement shall be made for the use of a personal vehicle when commuting from an employee's home to his/her duty station. Monthly mileage logs should be submitted each month by the 10th of the month.
How to process in E-Travel
Mileage should be entered into E-Travel in the top half under Transportation. Once you select Transportation you will click on Personal Mileage. You will see the current rate in the box, if you need to lower the rate, please adjust the rate amount and enter the miles driven into the other box. For additional steps please see our Step-by-Step Guide.
Courtesy Cars are cars that are donated for certain employees to drive. The procedures listed below should be followed:
- Must use current Courtesy Car Mileage form (see Forms).
- Due by 5th of each month for previous month's mileage.
- Odometer mileage must equal total mileage for personal & business columns.
- Beginning monthly mileage must equal ending previous month's mileage.
- Must submit the original and extra copy for General Accounting.
- Commuting and lunch mileage is always personal mileage. Employee will be taxed on this mileage and not reimbursed by department (non-business mileage)
- Mileage from home to work is considered commuting mileage and, therefore, is not reimbursable. This includes after hours mileage to return to work and week end trips back to work. This mileage will be included in personal mileage and be taxed accordingly.
- Please make sure that you put where you went to and from, the purpose and the number of miles on the mileage log.
The Office of State Budget and Management (OSBM) has modified the personal vehicle mileage reimbursement rates effective January 1, 2017. For round trips per day that do not exceed 100 miles, individuals may be reimbursed up to the current IRS business rate of 53.5 cents per mile (decreased from 54.5 cents in 2016). For round trips exceeding 100 miles per day the first 100 miles will be reimbursed up to 53.5 cents per mile and the additional mileage will be reimbursed at .17 cents per mile.