Effective January 1, 2013, the mileage rate for personally owned vehicles increased from 55.5 cents per mile to 56.5 cents per mile. Please be aware of the following regulations:
- As of January 1, 2013, the personal mileage rate is 56.5 cents per mile if your travel is local or your trip averages 100 miles per day or less. If you travel locally on a “normal” workday, you are only entitled to be reimbursed for the excess mileage that you drive that day. Excess mileage is calculated as the actual mileage driven minus your normal commuting distance from your residence to your home campus/office. This does not apply to overnight trips.
- If your trip averages more than 100 miles per day, you are entitled to 56.5 cents per mile if a state car is not available and it would cost more to rent a car for the trip. If a state car is available and you decide to drive your own car, you will receive 24.6 cents per mile. If the rental car (with added expenses as described below) is less expensive and you decide to drive, you will be reimbursed at the 24.6-cent rate.
- You can request a state vehicle by contacting Stacy Borzi at 703-764-0543 or email@example.com.
- For a car rental, the state maintains a contract with Enterprise Leasing to provide vehicles for short term travel by state employees. When preparing for a trip, the traveler should visit the OFMS website (at least 24 hours in advance) http://www.dgs.virginia.gov/OfficeofFleetManagementServices/TravelPlanning/tabid/170/Defa ult.aspx and click on “Trip Calculator” to use the trip calculator to determine the vehicle cost for the proposed trip. The calculator will provide a cost benefit analysis between driving your personal vehicle at the 56.5 cent rate and renting one from Enterprise. Please note that the trip calculator does not include the cost of gas that you would spend if you rented the car. For estimate purposes, assume a gas usage rate of 20 miles per gallon and a cost of approximately $3.50 per gallon (adjust, based on current price). Add that cost into the total rental cost. Also, you might need to rent the car an extra day depending on the time you need to travel. If you find it is less expensive to use your own vehicle, you will be reimbursed the full 56.5 cents per mile, provided you attach a printout of the trip calculator (with the added expenses) to your travel reimbursement form. If it is less expensive for you to rent a car, but you decide to drive your own vehicle anyway, you will be reimbursed 24.6 cents per mile. Contact Marissa Hebron at 703-323-3126 or at firstname.lastname@example.org to request an Authorization Number before making rental reservations with Enterprise. All rental reservations must be made via the Enterprise Web site or by phone at least 24 hours in advance of the anticipated vehicle pickup.
- Please see the Flyers section for the 2013 Intra Campus Mileage Rate Chart. Effective 2/1/2013 these mileage and reimbursement amounts will be used for all intra campus reimbursement requests made via the Travel Expense Reimbursement Voucher.
For additional information on travel policies, please refer to the CAAP Manual (Commonwealth Accounting Policies and Procedures Manual) located at http://www.doa.virginia.gov/Admin_Services/CAPP/CAPP_Topics/20335-2011.pdf