The Account/Fund holder is the ultimate authority for the amount that can be reimbursed with two exceptions:
- Reimbursement cannot exceed the actual mileage driven calculated by the current GSA rate (link to GSA mileage page).
- Mileage of the ordinary commute from the employee’s residence to business headquarters is not reimbursable
Best Business Practice Guidelines
- All mileage reimbursements adhere to IRS standard rate per mile (link to GSA mileage page)
- Mileage is a representation of the cost associated with using a personal vehicle for official University business travel. The Mileage calculation includes; gas, wear and tear, insurance, registration, and routine maintenance.
- Gas receipts cannot be reimbursed when claiming mileage.
- Parking violation tickets and speeding tickets cannot be claimed for reimbursement and are the personal responsibility of the employee
- The employee should select the most cost effective method of transportation available.
- For long distance in-state or out of state trips, mileage reimbursement requests should be submitted with an explanation as to why the traveler chose to drive rather than a more cost effective means of transportation such as airfare or rental car.
- For those instances where there is no justification for driving vs. more cost effective travel, the mileage reimbursement should be limited to the cost of a round trip economy-class flight to the destination.
- Mileage is ordinarily computed from the associate’s headquarters to the business destination (and back)
- If the trip is outside normal work hours, mileage can be computed from your residence to business destination.
- If the trip is during normal work hours and departing from your residence, the normal commute to headquarters should be taken into account and not be reimbursed. Best practice is to calculate the actual mileage and then subtract your usual commute mileage.
- For trips to and from the airport, follow these guidelines:
- Always document whether departing from headquarters or home.
- Always document whether you are driving to the airport to park or being dropped off in your personal car by another person.
- If parking, one round trip, plus long-term parking for duration of trip is reimbursable.
- If dropped off, two round trips plus short-term parking are reimbursable.
- Travel Budget Authorization (TBA)/Concur Request is not required for mileage or short, one day local trips. Examples include mileage to business meals, errands on behalf of the University, or meetings away from headquarters.
- Mileage reimbursement requests should include the purpose of the trip and one or more of the following:
- Google maps with directions from departure to destination
- Starting and ending addresses including street name, number, city, and zip code
- Actual odometer reading noting From/To
- For multiple trips, a mileage log including the above details
- For those departments live with Concur Request & Expense, mileage is calculated automatically based on the date of mileage.
- A list of frequently used point to point mileage locations is provided for your convenience.