Personal Vehicle Mileage

The University reimburses personal vehicle mileage based on the IRS Standard Business Mileage Rates, found here, for University business travel.

• Reimbursement is based on the actual driving distance by the most direct route (not more than 105% of the mileage listed on Google Maps)
• Mileage is reimbursed from the traveler’s work location, unless driving from the traveler’s residence is closer
• Gasoline and automobile expenses such as repairs and towing shall not be paid with University procard or reimbursed when driving a personal vehicle
• An employee driving for University business must complete the Driver Notification and Verification Form if they were not required to complete the Motor Vehicle Record (MVR) Release and Information form when hired. The Driver Notification and Verification Form should be kept on file in the employee's unit and available for reference if needed.
• If a traveler is driving more than 200 miles, the University's preferred method of transportation is by rental car.
  • The University's Actual Cash Value Comprehensive and Collision coverage plan provides insurance on rental cars, not personal vehicles
  • Rental cars for trips more than 200 miles are generally more cost-effective than reimbursing personal car mileage
  • The University's mileage reimbursement calculator can be used to determine the more cost-effective option.