Operating Procedures Manual

Chapter 2. Accounting Services
Section 2.7. Accounts Payable
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2.7.6.5. Travel By Personal Vehicle

Policy

Individuals who use a non-University vehicle for University-related travel will be reimbursed for actual miles traveled at the effective mileage rate (56.5 cents per mile as of January 1, 2013). Insurance coverage, gas, oil, towing, repairs, etc. are included in the mileage rate. When traveling on University business, the departure and termination point for determining the actual mileage will be the employee's home. Reasonable vicinity mileage will be reimbursed. However, a log of vicinity mileage should be attached to the Travel Expense Voucher when it exceeds 100 miles. Individuals driving privately-owned vehicles on official University business are afforded no protection under the University's insurance policy. Employees who receive an automobile or automobile allowance may not charge mileage for use of personal automobiles.

Individuals approving this mode of travel should consider that air travel may be less expensive when time and subsistence costs are included. Every effort should be made to travel by the most economic means practical. In general the extent of reimbursement will be limited to those expenses which would have been incurred had the traveler moved from point to point in a manner resulting in minimum cost to the University.

History
Adopted: 11/13/2001
Revised 01/15/2003 decreased mile rate from 36.5 cents to 36 cents per mile - effective 01/01/03
01/09/2004 increased rate from 36 cents per mile to 37.5 cents per mile - effective 01/01/04
01/01/2005 increased mile rate from 37.5 cents per mile to 40.5 cents - effective 01/01/2005
09/14/2005 increased rate from 40.5 cents per mile to 48.5 cents because of recent gas price increases - effective 09/01/2005
12/14/2005 lowered rate to 44.5 cents per mile effective 1/1/2006.
11/01/2012 increased rate to 55.5 cents per mile effective 7/1/2011.
01/16/2013 increased rate to 56.5 cents per mile effective 1/1/2013.
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