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Privately Owned Vehicles (POV)

The most economical means of transportation should be used when traveling on university business. This will be determined by the staff member and the department head based upon the total cost of the travel, efficient use of staff time and convenience to the employee.

Travel expense reimbursement is limited to the lesser of expenses incurred from the departure point or from the "official station".  The official station is defined as the location of the permanent office including the entire city or general area in which the 'official station' is located.

If the traveler is departing from some place other than their permanent office or another business location, a comparison must be attached to the expense report in Concur Travel & Expense, indicating expenses are the lesser of the two.

Privately Owned Vehicles (POV)

Travel in private vehicles is reimbursed as mileage. The amount paid for mileage is intended to compensate the traveler for wear and tear, gas, and insurance coverage on the POV.  Purdue pays mileage at the federal rate.

  • Travelers that travel to several different locations for business, such as Foods & Nutrition staff, may use the mileage calculator in Concur Travel & Expense or keep a log showing dates, addresses and mileage traveled.
    • This log should be attached to the expense report in Concur Travel & Expense.
  • Mileage Information Guide - Mileage to common destinations has been computed by the Central Travel Office using the shortest route usually traveled. This table or the mileage calculator in Concur are both acceptable. 
    • Reimbursement for miles traveled in excess of 110% of the mileage on the information guide will not be reimbursed without additional explanation (i.e., addresses visited, detours, etc.).
  • Mileage reimbursement is limited to travel between official stations and transportation terminal, and/or places of lodging and places of university business.
  • If the traveler departs for University business on the weekend, holiday, after normal work hours. or a day they would not normally commute to their official station, it is acceptable to calculate the mileage from their home.
  • If the traveler returns from University business on the weekend, holiday, after normal work hours. or a day they would not normally commute to their official station, it is acceptable to calculate the mileage to their home.
  • Mileage for traveling between the place of lodging and the place of dining, entertainment, visiting friends/family, sightseeing, or shopping is NOT reimbursable.
  • Mileage reimbursement may be limited to less than full reimbursement by deans and/or department heads.
  • Mileage for travel on-campus or in area of **official station is generally not reimbursable as a travel expense.
    • **Official station includes the entire city or general area in which your business/work is located.

Visit Risk Management for information on automobile liability protection when using personal vehicle while on University business travel that has been authorized by Purdue.

Per the Use of Vehicles for University Business policy, motorcycles, scooters, mopeds, and similar vehicles may not be used to conduct University business or for any other University purposes.

Mileage to Airport

Purdue pays mileage for one round trip from official station to the airport.

A normal sequence of events would be for the traveler to

  1. Drive to the airport
  2. Pay tolls (if applicable)
  3. Park car for days of business (See Discounts for negotiated rates)
  4. Drive back from airport
  5. Pay tolls (if applicable)

Any other arrangements, should be justified based on that criteria. In the event other arrangements must be made, the reimbursement is limited to the total of 1 through 5 or the actual mileage whichever is less. We can never pay more expenses than the traveler actually incurs.

Example:
A 5-day business event in Denver, CO.
Traveler departs from West Lafayette campus to the Indianapolis airport. If a traveler made 2 round trips to the airport, the maximum that could be reimbursed is as follows:

  • 1 R/T mileage to airport using current year mileage rates
  • Any tolls applicable
  • 5 days parking using current negotiated rate with Fast Park & Relax or Park Ride & Fly USA

Drive Vs Fly

The amount of mileage reimbursement allowable if a traveler chooses to drive instead of fly to longer distance locations normally accomplished by flying (Rule of Thumb: Greater than 800 miles roundtrip) must be the lesser of the actual mileage expense or the total of:

  • Best available airfare (A comparison/quote must be obtained per policy)

  • Roundtrip mileage to airport

  • Airport Parking (Use base rate of parking from Fast Park & Relax)

  • Shuttle (not rental car) expense to/from airport to business location

Persons who choose to drive rather than fly long distances may be reimbursed subsistence and lodging (if necessary) for a total of two full driving days (1 day for travel to the business location and 1 day for travel to return to the official business).

When Two or More Staff Travel Together In POV

When two or more staff travel together in a personal vehicle, the mileage reimbursement amount may not exceed the Drive Vs Fly rule and may only be reimbursed to the driver of the personal vehicle.

Each traveler is entitled to the allowable subsistence and lodging per policy.

Example: Employee A is driving to Orlando, Florida for a 4-day meeting. Employee B is going to the same business event and decides to ride with Employee A. Employee A must comply with the drive vs fly rule and provide a justification as follows:

  • Airfare: $500 ($250 for driver plus $250 for passenger on Purdue business). An airfare comparison must be provided.
  • Mileage to West Lafayette Campus to Indpls Airport: $81.93
  • Airport Parking 6 days at $9.00 per day: $54
  • Shuttle from Orlando airport to conference hotel & return: $75
  • Total Comparison: $710.93
  • Actual roundtrip mileage West Lafayette, IN to Orlando, FL: $1,141.80

Employee A would be reimbursed $710.93. Employee B would receive no transportation reimbursement for the business trip.

When two or more staff members are traveling the same general route in automobiles, the department head, having first-hand knowledge of all pertinent facts, may determine if travel together is appropriate. If employees are approved by the department head to travel separately, each employee is eligible for full mileage reimbursement according to drive vs fly rule. 

Mileage Rates for Travel On or After January 1, 2013

All Privately Owned Vehicle Mileage Mileage Rate
No Limit: See Drive Vs Fly Rule 56.5 ¢ Per Mile

 

Mileage Rates for Travel On or After January 1, 2014

All Privately Owned Vehicle Mileage Mileage Rate
No Limit: See Drive Vs Fly Rule 56¢ Per Mile

 

NOTE:  Per the Use of Vehicles for University Business policy, motorcycles, scooters, mopeds, and similar vehicles may not be used to conduct University business or for any other University purposes.  Contact Risk Management for additional information.