Travel

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Personal Mileage

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. If a state employee(any traveler) chooses to use a personal vehicle, actual mileage is reimbursable. Mileage is measured from the closer of duty station or point of departure to destination (and return). A state employee (any traveler) shall be reimbursed the business standard mileage rate set by the Internal Revenue Service (54.5  cents per mile effective January 1, 2018) when using their personal vehicle for state business when the round trip does not exceed 100 miles per trip. However, if a state employee chooses to use a personal vehicle when the round trip exceeds 100 miles per trip, the traveler will be reimbursed at the 33 cents per mile for the entire mileage. 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 in Chrome River.  When using a personal vehicle for state business the standard mileage rate of 54.5 cents set by the IRS, is used for up to 100 miles per trip.  For any trips over the 100 miles per trip mileage will be reimbursed at 33 cents per mile for the entire trip. No reimbursement shall be made for the use of a personal vehicle when commuting from a student'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 Chrome River

Mileage should be entered into Chrome River in a Pre-Approval under Ground Transportation. Once you select Ground Transportation you will enter the estimated amount. When you complete your trip and do your expense report, choose Ground Transportation, then choose the Mileage tile. The current rate will adjust in the box when you enter the mileage driven.

photoMileage Rate

The Office of State Budget and Management (OSBM) has modified the personal vehicle mileage reimbursement rates effective January 1, 2018. For round trips per day that do not exceed 100 miles, individuals may be reimbursed up to the current IRS business rate of 54.5 cents per mile. When the round trip exceeds 100 miles per trip the traveler will be reimbursed at 33 cents per mile for the entire mileage of the trip.