Mileage Reimbursement

Normal daily travel does not require advance written approval of the supervisor. However, the Department Head or supervisor should be advised of travel plans and give verbal approval of the plans. Failure to notify the Department Head or supervisor of their travel plans may result in the employee receiving no reimbursement for travel costs. The Department Head is responsible for ensuring adequate funds are available to reimburse all travel costs and that employees understand their authority to incur daily mileage or other travel costs.

The Finance Department will accept reimbursement requests as frequently as weekly and at least monthly. Each department will set up process guidelines for their department to aid their own internal business processes.

The County reimburses mileage expenses at the IRS standard mileage rate. The Finance Director is allowed to make periodic adjustments for auto mileage rates in accordance with current IRS regulations. The IRS approved rate may change on a calendar year basis and generally becomes effective January 1 of each year. Parking or traffic tickets and valet parking are not reimbursable. Normal parking charges are reimbursable. Parking receipts or an explanation of why there is no receipt should be attached to the reimbursement request.

In order for mileage to be reimbursed, it must be substantiated with enough detail that the mileage claimed can be verified. This means that if you are not traveling to a commonly known destination/building (such as Swinburne, WCOB, airport, etc.), then specific street addresses must be provided.

To the extent possible, trips should be planned out in advance so that mileage is minimized.

Employees submitting mileage reimbursement requests during a time period when the standard mileage rate has changed must submit mileage for the different rates on separate forms.

Employees may not use the procurement card to purchase gasoline for their personal vehicle.

Transportation expenses between your home and your regular place of work are personal commuting expenses and not eligible for mileage reimbursement. Employees who are called back into work on the same day will be eligible for mileage reimbursement. If you are required to travel from your regular place of work to client or job sites during the day, that travel is eligible for mileage reimbursement.

Travel from your home to an out-of town conference or training session is eligible for mileage reimbursement from your home to the conference site and back home.

Scenario	Eligible for Mileage Reimbursement?
Home to office or first work site	No
Office or last work site to home	No
First work site to subsequent work sites	Yes
Employee called back to work after regular working hours	Yes
Employee is called into work on the weekend	No

Scenario	Eligible for Mileage Reimbursement?
Home to office or first work site	No
Office or last work site to home	No
First work site to subsequent work sites	Yes
Employee called back to work after regular working hours	Yes
Employee is called into work on the weekend	No

Scenario	Eligible for Mileage Reimbursement?
Home to office or first work site	No
Office or last work site to home	No
First work site to subsequent work sites	Yes
Employee called back to work after regular working hours	Yes
Employee is called into work on the weekend	No

The above rules apply to travel in the area in which you live and normally work.

Certain expenses not reimbursed under this policy may be tax deductible to you. Please consult your tax advisor if you have questions.