Mileage Expense Reimbursement

The University reimburses mileage associated with personal vehicle use for business purposes at the current federal (IRS and GSA) mileage reimbursement rate. The federal mileage rate is set each calendar year and applies to miles traveled during that calendar year.  

The following rules govern mileage reimbursement eligibility: 

• Mileage reimbursement rates are inclusive of fuel, vehicle maintenance, towing, repairs, tires, depreciation, and insurance costs. Employees cannot be reimbursed for expenses related to these costs. 
• Mileage reimbursement rates are exclusive of parking, tolls, or fees for ferries, bridges, and tunnels. These expenses are reimbursable if they are necessary and reasonable.  
• Employees are required to travel the most direct route when using personal vehicles for business purposes and seeking mileage reimbursement. Exceptions including reasonable circumstances that require taking an alternate route may apply.   
• In accordance with IRS rules, mileage between home and primary work location is considered an employee’s normal commute and is not reimbursable. Employees should deduct normal commute mileage from their requests for mileage reimbursement.  
• Employees are required to document mileage to be eligible for reimbursement.   
• If two or more employees travel in the same vehicle, only the employee who owns the vehicle can be reimbursed. 

To calculate mileage for a privately owned vehicle, please visit the official GSA mileage reimbursement rate site. 

• Mileage associated with personal vehicle use for business purposes provided the most direct route is taken. 
• Necessary and reasonable costs for parking, tolls and fees for ferries, bridges, and tunnels. 

• Commuting expenses between home and primary work location.  
• Personal vehicle expenditures associated with fuel, maintenance, towing, storage, repairs, tires, depreciation, and insurance even when the personal vehicle is used for business purposes. Mileage reimbursement rates are inclusive of these costs. 
• Mileage associated with routes that are not the most direct route between locations.  Exceptions may apply. 
• Costs associated with traffic violations, fines, and/or citations. 
• Costs associated with damage to the vehicle or vehicle contents caused by accident, vandals, theft, or natural phenomenon.
• Mileage reimbursement to/from campus satellites located within a 10-mile radius of the primary campus is not normally allowable except in special circumstances with prior approval or as allowed by union contract. 

The approval requirements for mileage reimbursement are outlined on the Approvals, Documentation Requirements, and Exceptions page. Some exceptions may be granted for non-allowable expenses but require prior approval.  

Exceptions can be requested per the guidelines outlined on the Approvals, Documentation Requirements, and Exceptions page.