Personal Vehicle Use
An employee may use their personal car for business travel purposes, and the university will reimburse employees at the prevailing rate per mile. The mileage reimbursement on a privately-owned vehicle compensates the traveler for wear and tear, fuel and insurance coverage. No coverage is provided by Purdue for physical damage to private vehicles used on university business.
The university reimburses mileage at either the federal or state rate, depending on funding source. If a funding source (e.g. grant) requires the Indiana state mileage allowance, reference the Indiana Department of Administration website to view the latest memo related to mileage reimbursement.
Reimbursement
Some expenses are eligible for reimbursement.
| Expense Category | Eligible for Reimbursement? | Notes |
|---|---|---|
| Actual Mileage | Yes | The university reimburses mileage at either the federal or state rate, depending on funding source. |
| Parking | Yes | Airport parking must not exceed $14 at IND or the cost of long-term economy parking at out of state airports. Parking at hotels and the place of business is allowable. |
| Tolls | Yes | |
| Fines/Towing Charges | No | |
| Accidents/Thefts/Damages | No | |
| Insurance | No | Included in mileage rate – Purdue does not provide coverage for personally owned vehicles. See Insurance for details. |
| Operating Costs (e.g. Gas, Wipers, Tires) | No | Included in mileage rate |
| Repairs/Maintenance | No | Included in mileage rate |
Insurance
No coverage is provided by the university for physical damage to personal vehicles.
No coverage is provided by Purdue for physical damage to private vehicles used on university business. Personal vehicle liability insurance is primary in the event of an accident. The university mileage reimbursement on a privately-owned vehicle compensates the traveler for wear and tear, fuel and insurance coverage.
It is highly recommended that a traveler rents a vehicle through Concur for business travel to ensure proper coverage and reduce liability to the traveler.
Drive vs. Fly
Learn about the benefits of driving and flying.
- The allowable mileage reimbursement is a maximum of $550 when the traveler chooses to drive their personal vehicle to a business travel destination where a flight would typically be required.
- If multiple people are riding in one vehicle, and it is determined to be less expensive than flights for those travelers, full mileage will be reimbursed.
- An employee who chooses to drive rather than fly long distances may be reimbursed a fixed meal allowance for a total of two full driving days—one day before and one day after the official business.
FAQs
Frequently asked questions about personal vehicles.