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 the 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. Any 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..
How to process in E-Travel
Mileage should be entered into E-Travel in the top half under other expenses. Once you click to add other expense you will enter what the expense is for and the select the account code for student group transportation. 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.
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.