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Personal Vehicles
Rates
- When driving a personal vehicle actual mileage will be reimbursed based on the IRS travel rate in effect at the time of the travel (see table below).
Applicable Period Rates
2012 Jan 1 - Dec 31 .555 2011 Jul 1 - Dec 31 .555 2011
Jan 1 - Jun 30 .510 2010 Jan 1 - Dec 31 .500 2009
Jan 1 - Dec 31.550 2008 Jul 1 - Dec 31 .585 Jan 1 - Jun 30 .505 2007 .485 2006 .445 2005 Sept 1 - Dec 31 .485 August 25 - 31 .405 Jan 1 - Aug 24 .405 2004 .375 2003 .360 2002 .365 Note: When use of a personally-owned vehicle is elected for the convenience of the traveler, the rate is $.246.
Reimbursement rates are reduced to $.13 per mile for travel in excess of 15,000 miles in one fiscal year.
Prospective employees or consultants who originate their trip outside the Charlottesville area may be reimbursed at the approved IRS rate.
Payment can be for gas only for personal vehicles if the cost is less than the mileage reimbursement. Reimbursement cannot be for both gas and mileage.
Justification
- You must record your mileage from place of departure to place of return.
- For 100 miles or more on a single day you should do a cost justification to determine if a personal vehicle or car rental is more cost effective.
Commuting Mileage
- Round-trip mileage traveled routinely and directly by the employee between his residence and base point incurred on a scheduled workday is considered commuting mileage.
- An employee can have only one assigned base point.
- Commuting mileage and other commuting costs, including parking, incurred on normal workdays are considered a personal expense and are not reimbursable.
- Mileage can be reimbursed only to the extent that the mileage incurred exceeds your normal daily commute.
- Example: If you leave from home and return home without going to your workplace (base point), take your mileage from home to destination, at your destination, and back to your home, then subtract your normal round-trip commute distance.
Receipts
- When the reimbursement request is for mileage only, no receipts are required.
- When the reimbursement request is for payment of gasoline only for a private vehicle, if the cost is less than mileage compensation, reimbursement will be made and no receipts are required.
Parking and Tolls
- Travel-related Parking and Tolls (i.e., bridge, tunnel, or turnpike tolls and parking fees) may be reimbursed or paid by the University Pcard. The location of the facility as well as the names and reasons for including a charge for passengers, where applicable, must be stated on the Travel Workbook.
- Parking lot rental fees incurred while in travel-status are an allowable charge to University funds of any category and can be paid by the University Pcard.
- Parking lot rental fees associated with employment or parking costs associated with commuting is not an allowable charge of any category.
