In order to be reimbursed mileage on your personal vehicle, you must be approved to drive and adhere to the following procedures.
Reimbursement is at a rate not to exceed $.42 per mile based on official map mileage of the shortest, most direct route between points of departure, destination, and return. The State will reimburse for official miles driven only.
- Should a traveler elect to use a personal vehicle for travel of 500 or more miles (one way), reimbursement is made at a rate not to exceed $.42 per mile based on official map mileage of the most direct route with the total (including meals and lodging en route) not to exceed the cost of commercial airfare or the cost to rent a vehicle through the University (see Trip Optimizer for comparison).
For Expense Report purposes, to determine the most cost effective means for vehicle travel, Trip Optimizer is required only if the round trip exceeds 100 miles. Personal vehicles may be used on any trip that is 100 miles or less round trip without using Trip Optimizer.
- In the event two or more authorized persons travel in the same vehicle, only one traveler may claim mileage reimbursement.
Upload the proof of mileage or utilize the Mileage Calculator on the Personal Car Mileage Expense Type in Concur.
- The State assumes no responsibility for any maintenance, insurance, operational costs, accidents, or fines incurred by the operator of the vehicle while on official business for the State.
To determine if the traveler is approved to drive contact Sandra Bramblett at extension 2817.