The reimbursement rate for the use of a private automobile for University business is 56.5 cents per mile effective January 1, 2013.
Mileage reimbursement is linked to the official Internal Revenue Service rates published each year for federal employees. The rates for prior periods are listed by the Internal Revenue Service in their Standard Mileage Rates table.
How to request reimbursement for private automobile mileage
- Determine the number of miles traveled.
- Obtain driving directions from Mapquest or a similar website. The directions should include an estimated number of miles.
- Print a copy of the driving directions.
- You may use the Standard Mileage Rate to estimate what your mileage reimbursement should be and note it on the document.
Note: If the vehicle has been modified to accommodate a physical disability, include the following certification with your 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."
The Travel Preparer will enter the number of miles traveled in the Travel Reimbursement System when they create the Travel Reimbursement Report. The Travel System will automatically calculate the mileage reimbursement based on the rate in effect at the time of travel.
Please note: This section does not apply to reimbursement for driving or shipping an automobile in connection with a move or relocation. For more information go to Moving Expenses.