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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, odometer readings, or mapquest.
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 Sheree' Johnson, UO Risk Coordinator, 346-3190.
When driving a private car out of state for personal reasons (i.e. including vacation), claiming "airfare in lieu of mileage" may be the most economical and should be used. Get a quote for airfare for the cheapest fare to the business destination and compare to the mileage. List "airfare in lieu of mileage" in the other expenses section with an explanation.
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.