Private Vehicle

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Overview

Mileage expenses for the most direct, usually traveled route, while traveling on official University of Oregon business, may be reimbursed at the following rates. Use standard mileage guides, mapquest or odometer readings. Odometer readings must be documented with a mileage log.

  • Jan. 1, 2014 - 56 cents per mile
  • Jan. 1, 2013 - 56.5 cents per mile
  • May 1, 2012 thru Dec. 31, 2012 - 55.5 cents per mile

When using odometer readings, substantial deviations from the standard mileage guides must be explained. For example, a detour that adds otherwise unexplainable miles to a trip  (due to accident on I-5 travel was routed via I-205). Generally all trips start at the employee's official work station because this is usually the shorter distance. All mileage amounts have to be shown in the mileage column of the travel reimbursement including local mileage. Local/vicinity mileage should be separated from highway mileage. Include a statement such as "accumulated 35 miles in local/vicinity miles" while in Portland for a Leadership Conference.

Employees authorized to use their private vehicles for official business are required to have personal automobile liability insurance to provide the primary coverage for any accidents involving that vehicle. State-provided automobile liability coverage will apply on a limited basis after the employee's primary coverage limits have been used. The state does not provide physical damage, uninsured motorist and personal injury protection for personal vehicles. For additional information contact UO Risk Management, 346-8316.

When traveling out of state for UO business and choosing to drive rather than fly, the cost of flying may be more economical than claiming mileage.  A comparison airfare quote should be obtained per comparison airfare quote policy (http://ba.uoregon.edu/content/air-travel-when-to-get-a-comparison-air-fare-quote) and printed at the time the travel is arranged and included with the travel reimbursement.  The traveler can be reimbursed for either the cost of flying (Airfare in Lieu of Mileage) or mileage, whichever is less. When comparing prices, speculative expenses like airline baggage fees or airport shuttles cannot be included in the comparison quote or claimed for reimbursement.    

When preparing the travel reimbursement, list “Airfare in Lieu of Mileage” in the Mileage section of the electronic form with an explanation.  An employee may be reimbursed for the following costs associated with air travel between his or her official station and destination:

  • The cost of round-trip commercial air fare that would have been incurred or mileage, whichever is less. Airfare quote must be provided with the reimbursement.
  • Private vehicle mileage to and from the air terminal that would normally be used for departure.
  • Lodging and meal expenses that the employee would normally incur with air travel.

When claiming Airfare in Lieu of Miles, additional expenses associated with the private vehicle cannot be claimed, i.e. parking and tolls. 

If you have a bona fide business purpose for driving a private vehicle out of state, document the reason with the travel reimbursement, e.g.  transport a large amount of equipment or driving to remote or multiple locations.

Personal expenses such as private vehicle repair and maintenance will not be reimbursed.

Mileage expenses will not be reimbursed on a borrowed vehicle. Gas receipts would be appropriate in these instances.

Mileage for personal reasons or entertainment when on travel status will not be reimbursed.

Private car mileage of 10 miles each way is allowed to and from the Eugene airport.  If a family member has to take the traveler to the airport, a round trip of 20 miles can be claimed on the beginning and ending day of the trip.

Callback mileage paid to classified staff in accordance with the Collective Bargaining Agreement, Article 30, Section 5 is considered taxable to the employee by the IRS.  Mileage paid for this reason should be labeled as callback mileage either in the Business Purpose/Notes or the Mileage Notes section of the electronic travel form.  The amount reimbursed will show as a taxable amount on the employees earnings statement within one-two months of the travel reimbursement.

Mileage Charts