Mileage Reimbursement

Mileage Reimbursement Rates

When a private automobile or aircraft is used for official university business, use the following rates to calculate your reimbursement amount.

Mileage reimbursement is linked to the official IRS rates published each year for federal employees. UC allows employees using their personal vehicles for business purposes to claim this mileage rate as compensation.

University Mileage Reimbursement Rate Decrease for 2009

The University's mileage reimbursement rates for business use of a private automobile decreased for expenses incurred on or after January 1, 2009.

These changes are required to bring University policies in alignment with the revised Internal Revenue Service standard mileage rates. The decrease in the mileage rates is based on an annual study of fixed and variable costs of operating an automobile.

Business and Finance Bulletin (BFB) G-28, the travel policy and BFB G-13, the moving policy have been revised to reflect these new reimbursement rates. The UCB online travel reimbursement system will display the applicable automobile reimbursement rate based on the travel dates entered.

If you have any questions, please contact the Travel & Entertainment office at disburse@berkeley.edu or (510) 643-2199.

back to top

Specially-Equipped Vehicles: How to Request Reimbursement for Mileage

Use this step-by-step guide to request reimbursement for mileage when a vehicle that has been modified to accommodate a physical disability has been used for UC Berkeley travel.

  1. Determine the number of miles traveled

    If you know the number of miles traveled, proceed to Step 2. If you don't know the number of miles traveled, determine mileage using Mapquest .

  2. Calculate the mileage reimbursement

    Calculate the mileage reimbursement by using the standard mileage reimbursement rate

    For assistance on determining the actual cost of operating the vehicle, contact the Travel Office .

  3. Request Reimbursement

    The following certification must be included with the reimbursement request:

    "I certify that the actual cost of operating the vehicle was equal to or greater than the rate claimed. I will maintain substantiating records of the fixed and variable costs of operating my automobile in support of this claim in the manner and for the period prescribed by law."

    If you have incurred mileage in addition to other travel expenses besides parking, claim this mileage on the Travel Expense Report that you submit to the UC Berkeley Travel Office to reconcile the travel event.

back to top

Private Automobile Mileage: How to Request Reimbursement

Use this step-by-step guide to request reimbursement for private automobile use, on UC Berkeley business travel, when mileage and parking fees are the only expenses.

  1. Determine number of miles traveled

    If you know the number of miles traveled, proceed to Step 2. If you do not know the number of miles traveled, determine mileage using Mapquest.

  2. Select a mileage reimbursement rate based on the dates of travel

    • On or after 01/01/09 = 55.0 cents/mile
    • 07/01/08 - 12/31/08 = 58.5 cents/mile
    • 01/01/08 - 06/30/08 = 50.5 cents/mile
    • 01/01/07 - 12/31/07 = 48.5 cents/mile
    • 01/01/06 - 12/31/06 = 44.5 cents/mile
    • 09/01/05 - 12/31/05 = 48.5 cents/mile
    • 01/01/05 - 08/31/05 = 40.5 cents/mile
    • 01/01/04 - 12/31/04 = 37.5 cents/mile
    • 01/01/03 - 12/31/03 = 36.0 cents/mile
    • 01/01/02 - 12/31/02 = 36.5 cents/mile
    • 01/01/01 - 12/31/01 = 34.5 cents/mile
    • 01/01/00 - 12/31/00 = 32.5 cents/mile
    • 04/01/99 - 12/31/99 = 31.0 cents/mile

  3. Calculate the mileage reimbursement

    Calculate the mileage reimbursement by multiplying the number of miles by the mileage rate to determine the amount of reimbursement due.

  4. Request reimbursement on the Travel Expense Report

    If you have incurred mileage in addition to other travel expenses besides parking, claim the mileage on a Travel Expense Report that you submit to the UC Berkeley Travel Office to reconcile the travel event

back to top