Mileage Reimbursement Guide for Employees who Utilize Personal Vehicles to Conduct Authorized College Business
Ithaca College is committed to providing essential, business-related reimbursement for faculty and staff in a manner that promotes the proper stewardship of College funds; complies with IRS and other regulatory requirements; and establishes a framework for consistent decision-making. The College recognizes the need for employees to utilize their personal vehicles in the course of their job requirements. As a result, Ithaca College will reimburse mileage to approved employees who utilize their personal vehicles to conduct on-campus and local College business on behalf of the College.
Purpose of Reimbursement for Private Vehicle Use
This document provides general guidelines for the appropriate and reasonable expenditure of Ithaca College funds for employees who utilize their personal vehicles to conduct on-campus and local College business while performing their job duties on behalf of the College. Qualifying vehicle usage will be reimbursed at the standard mileage rate as determined by the IRS. The mileage rate is intended to cover gasoline; the cost of routine maintenance; insurance; licensing and registration; depreciation and all other costs associated with operation of the vehicle.
Ithaca College employees driving their own personal vehicles for this type of travel must have a valid driver’s license, wear a seatbelt while driving, use a hands free wireless device and carry sufficient personal auto insurance. Ithaca College does not cover physical damage or loss to employees’ vehicles; any claims must be filed directly with the employee’s personal insurance company.
Business mileage must be recorded in ink on paper or with an electronic device.
Mileage logs must have the following information:
- Date the miles were incurred
- Start Location
- Odometer Start Reading
- Odometer End Reading
Employees will not be reimbursed for mileage between home and their regular Campus worksite, or for personal travel during College work hours. For example, if you leave campus during the day for personal travel you must record your odometer reading prior to leaving campus and again when you return to work. In addition, mileage reimbursement requests should not be combined with personal errands, if you drive somewhere to pick up supplies and you stop to do a personal errand, the mileage for that trip should be excluded on your reimbursement request.
Each month employees must complete an accurate Request for Mileage Reimbursement Form. The data for these forms should be taken directly from the monthly log maintained by the employee.
Departments can create their own mileage reporting form or use the Request for Mileage Reimbursement Form. Departments opting to use an internal form must include all required fields for auditing purposes and charge the expense to Subcode 7512 - Automobile Reimbursement. Departments may implement more restrictive policies and procedures to which departmental personnel should adhere.
Request for Payments
Each month employees must submit their completed Request for Mileage Reimbursement Form to their Authorized Approver for review and approval. Submission of these forms via email from the Requester to the Authorized Approver, and then forwarded from the Authorized Approver to the Departmental Coordinator, is considered an appropriate form of approval. If paper forms are utilized they must be signed by the Requester and the Authorized Approver. Questionable and/or unsupported mileage reimbursement requests need to be escalated to the next Authorized Approver.
Authorized Approvers should verify the following information:
- Budget funds are available to cover the mileage reimbursement request
- Completeness of required fields
- Accurate calculations
- Timely submission
- Employee's Signature (paper form)
Once approved, these documents should be forwarded to the appropriate Departmental Coordinator for entry via EZPay. Payments will be processed through the Ithaca College Accounts Payable and Travel Services Office. It is highly recommended that employees requesting mileage reimbursement for use of personal vehicles sign up for Electronic Funds Transfer via the EFT Authorization Form to prevent lost checks and delayed payments.
Request for mileage reimbursements must be submitted in the Fiscal Year in which mileage was incurred. Requests for mileage submitted after the close of that Fiscal Year will not be reimbursed.
Whether in email or paper form the Departmental Coordinator must retain a copy of the Request for Mileage Reimbursement Forms for auditing purposes (six years). It is up to the Departmental Coordinator to determine how these records will be maintained in each department.
All mileage reimbursement payments are subject to periodic audits by the Budget Office for compliance with College policies and procedures.