Business travel in personal vehicles is reimbursed using the mileage rate established by Internal Revenue Service guidelines. Employees may not request reimbursement for gas charges since the mileage rate includes compensation for gas and depreciation.
Please note: While the college will reimburse for business travel in personal vehicles, the best practice is to reserve a college vehicle if you will be traveling on college business. In the case of an accident or incident, the college's insurance is primary if you are in a college vehicle, whereas if you you are in a personal vehicle, your car insurance is primary.
The current reimbursement rate for business travel in personal vehicles is 56 1/2 cents per mile, effective for travel on or after January 1, 2013. Travel incurred prior to January 1 will be reimbursed at a rate of 55 1/2 cents per mile.
Under IRS Reg 1.262-1(b)(5), costs of commuting to and from work are personal expenses and will not be reimbursed. When your business travel originates from home, subtract your normal commute from the total miles associated with the trip.
Business miles should be documented using a log of miles to determine the total mileage for the trip, less the normal commute to work (see above). Please include the calculation (miles x rate) on the payment request form, as well as the business purpose and destination for the trip.
(Note: The IRS allows donors to deduct $.14 per mile for travel, in personal vehicles, on behalf of a charitable institution. This deduction may only be taken if the individual does not receive reimbursement from the charitable organization. For more information, please see IRS Publication 526, Charitable Contributions: http://www.irs.gov/publications/p526/ar02.html)