travelnews: TRAVEL TIP: Reimbursing Personally Owned Vehicle Mileage

[BAO news for travel administrators]

Good Afternoon:

Mileage expenses for the most direct, usually traveled route while traveling on official University of Oregon business, may be reimbursed when using a personally owned vehicle.  The current mileage reimbursement as of Jan. 1, 2014 is $.56 per mile.   Any substantial deviation to the direct route should be explained in the business purpose of the reimbursement.  Generally all trips start at the employee's official work station or their home, whichever is the shortest of the two distances.


Mileage reimbursements are always paid using the Duckweb travel reimbursement form and should be documented by:

*  Using the standard tables built into duckweb, or
*  A Mapquest or Google Maps print out, or
*  Odometer readings


Employees authorized to use their personally owned vehicle for official business are required to have personal auto liability insurance to provide primary coverage in the case of an accident.  Drivers should hold the UO Driver's Certification https://parking.uoregon.edu/content/driver-certification-request  and file a UO Business Travel Itinerary https://parking.uoregon.edu/content/travel-itinerary  if traveling outside the Lane County area.

When traveling in a personally owned vehicle out of state, a comparison airfare quote must be obtained prior to the trip and the least expensive option (flying or driving) will be reimbursed. (If you have a bona fide business purpose for driving a private vehicle out of state, document the reason in the travel reimbursement, e.g. transport large amount of equipment, driving to remote locations, multiple locations, etc.)  See "When to Get a Comparison Quote" http://ba.uoregon.edu/content/air-travel-when-to-get-a-comparison-air-fare-quote  in UO travel policy for additional information.

Mileage for personal reasons or sightseeing is not reimbursed.

>From UO travel policy for reference:  http://ba.uoregon.edu/staff/private-vehicle

If you have any questions, please call the travel office:

Laurie Jacoby                                     Conny Isaacs                            Amy Grainger
6-3158                                              6-0812                                     6-3445

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