Privately Owned Vehicles

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, a comparison must be attached to the Form 25, Request for Reimbursement, 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.  

Mileage to common destinations has been computed by Disbursements using the shortest route usually traveled (See Mileage Information Guide ).  Travelers that travel to several different locations for business, such as Foods & Nutrition staff, should keep a log showing dates, addresses and mileage traveled.  This log should be attached to the Form 25.

Reimbursement for miles traveled in excess of 110% of the mileage charges provided in the mileage 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. 

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.

On-campus mileage is not reimbursable. 

When Two or More Staff Travel Together In POV

When two or more staff travels 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.

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, should 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.

Mileage Rates for Travel On or After July 1, 2008

Mileage for motorcycles for travel on or after January 1, 2008 is 30.5 cents per mile.

Mileage for travel prior to January 1, 2008 will be reimbursed at the applicable rates.

See State Funded Travel for mileage rates for travel funded by Indiana State Contracts & Grants.  

Mileage to Airport

A second round trip is permitted to transportation terminals when such costs are lower than alternatives, such as adding in parking or renting a car.  Justification is required if requesting two round trips to airport terminals. 

Drive VS. Fly Rule

The mileage reimbursement cannot exceed the best available airfare prior to travel.  To qualify for reimbursement when driving longer distances normally accomplished by flying (Rule of Thumb: Greater than 800 miles roundtrip), the expense under the "Drive Vs Fly" rule must be the lesser of the actual mileage expense or total of:

• Best available airfare (The traveler must supply a comparison/quote.  The quote must be obtained prior to travel.)

• Roundtrip mileage to airport

• Airport Parking

• 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 before and 1 day after the official business).

State Travel Mileage Rates

For information about traveling reimbursed using state funds go to the State Funded Travel.

Prior Mileage Rates

See Prior Mileage Rates

 

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