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Mileage Reimbursement

Personal car mileage reimbursement is based on mileage driven and the current IRS mileage rates, not actual expenses such as gasoline.

  • Personal insurance is required if driving your own car on UC business, see G-28 for specific limits
  • Exact addresses are required in most cases, unless unattainable or withheld due to legitimate confidentiality reasons
  • Only the driver may claim reimbursement for mileage
  • For recurring trips, reimbursement claims must be filed at least monthly

Best Practices for Mileage Reimbursement (PDF)

  • Determining if mileage is reimbursable
  • Mileage is ordinarily computed from your headquarters to the business destination (and back).
    If the trip is outside of normal work hours, the mileage can be computed from your residence to business destination

    For trips to and from the airport, follow these guidelines:
    If dropped off, two round trips are allowed, plus short-term parking
    If parking, one round trip is allowed, plus long-term parking for duration of trip

    Mileage is also reimbursable if driving to business meetings or running errands on behalf of the UC, regardless of distance.

    All mileage reimbursements should conform to the IRS standard rate per mile (see G28 for current rates).

    Remember, normal commute mileage from your residence to business headquarters is not reimbursable.
  • Reporting mileage (with other travel or entertainment expenses)
  • A mileage log may be used if the trip includes multiple mileage expenses.

    If reporting mileage without a log, use Mileage - Google Maps in AggieTravel:
    - Complete address must include the street number, name, and city
    - If complete address is provided, an attached Google Map is not required
    - If traveling roundtrip, make sure to check the roundtrip box in the Google Map expense form

    Unless omitting a portion of the mileage claim, DO NOT check the "personal" check box in the Google Map expense form:
    - The “Personal” checkbox in the Google Map expense form does not mean it was your own car – it means it was a non-reimbursable trip

    Always include the business purchase for the trip, clearly and specifically identifying the reason why the trip was taken. 

    It is recommended that an agenda be included as an attachment to avoid problems with unclear business purposes.
  • Reporting mileage (without other travel or entertainment expenses)
  • Whenever possible, combine multiple low value reimbursements, such as those under $50, into a single report.

    Submit mileage reports at least monthly, to ensure prompt reimbursement and compliance with IRS guidelines.

    Mileage reports should include the complete address for each origin and destination:
    - Complete address must include the street number, name, and city
    - When using the mileage log, if the complete address is provided, an attached Google Map is not required

    Mileage logs should include the business purpose for the trip, clearly identifying the reason why the trip was taken:
    - It is recommended that an agenda be included as an attachment to avoid problems with unclear business purposes
    - For confidential trips, such as those of medical nature, the identity of who was visited is not necessary in the log

    If utilizing a mileage log, only one expense line in AggieTravel is necessary:
    - Use the date of the last trip in the log as the date for the expense line

    Travelers are encouraged to work with their department supervisors on how best to utilize mileage logs so as to minimize the frequency of reports.
  • Restrictions for Council of Deans and Vice Chancellors
  • Reimbursement for travel between your headquarters and other locations on your home campus is not allowed for members of the Council of Deans and Vice Chancellors.
    Examples include travel from Mrak Hall to Research Park Drive, or from the Broadway Building to Pavilion

    Reimbursement is allowed for travel between a Davis campus location and a location at the UCDH campus (crossing the Causeway). 
  • Using the Travel Card for Gasoline or Fuel
  • Using the Travel card to purchase gasoline or fuel for privately-owned vehicles is discouraged
    - Claiming mileage ensures a complete reimbursement of expenses and is aligned with our best practices

    If the Travel card is used to purchase gas for privately owned vehicles, contact the Travel Help Desk for additional guidance.