Mileage Reimbursement Policy
| The Current Automobile Mileage Reimbursement Rate is $ .485/mile. Effective January 1, 2008, the rate will be $ .505/mile. |
Automobile Mileage
Mileage will be reimbursed on the basis of the commonly used route. Reimbursement will not be made for extra miles logged from a roundabout route.
On out-of-state trips when commercial air service could have been used advantageously, mileage will be reimbursed at the price of an airline (coach) ticket or at the prescribed mileage rate, whichever is less. No meals or lodging will be reimbursed while en route.
Mileage within the city, town or immediate vicinity of one’s duty station is not reimbursable, except in rare instances. Written pre-authorization from the cognizant Vice Chancellor is required. A copy of this authorization must accompany corresponding expense reimbursement requests and these requests must be approved by the cognizant dean or director. Any claims for local transportation must be accumulated and submitted no more frequently than monthly and must include the date, itinerary, purpose and mileage for each individual trip. This information must be provided on the Employee Expense Voucher or on a supporting travel log attached to the expense voucher. Travel expenses incurred between an employee’s home and work location are considered to be commuting expense and will not be reimbursed.
Travel expenses incurred between an employee's home and a temporary work location (business trip) may be reimbursed. This includes travel from an employee's home to/from the airport for an extended trip.
Only the authorized traveler who furnishes the private vehicle for group trips may claim and be reimbursed for mileage.
No mileage reimbursement will be made to travelers for the use of University vehicles. Departments are billed directly for University vehicle rental and mileage charges.
Effective January 1, 2008, the mileage reimbursement rate for the use of a personal vehicle is 50.5 cents per mile. Travel prior to that date is 48.5 cents per mile.
Aircraft Mileage
Personal aircraft used for the convenience of the traveler or the University is reimbursed at $.965 cents per mile. Special approval and extra insurance is required when personal aircraft is used.
No meals or lodging will be reimbursed while en route.
Motorcycle Mileage
An employee will be reimbursed for the use of a motorcycle while on University business (not including commuting miles) at the rate of $.305 cents per mile.
