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 54 cents set by the IRS is reimbursable when round trip is under 75 miles .For round trips over 75 miles the rate of 34 cents per mile will be reimbursed per the Office of State Budget Management (OSBM). The reimbursement rate is dependent on the round trip mileage not the availability of a rental car. 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, 2016. For round trips that do not exceed 75 miles, individuals may be reimbursed up to the current IRS business rate of 54 cents per mile (decreased from 57.5 cents in 2015). For round trips exceeding 75 miles, a rate of 34 cents per mile will be reimbursed. The reimbursement rate is dependent on the round trip mileage not the availability of a rental car.