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Use of Personally Owned Vehicle for College Business Travel

Full Description

Effective December 1, 2012, College employees traveling on official College business must claim all miles driven in the Travel Expense Reimbursement Form (TERV). 

The College usually considers a personal automobile cost beneficial for occasional travel planned for distances up to an average of 100 miles per day. To receive the higher mileage reimbursement rate for POV use exceeding an average of 100 miles per day per trip, employees must certify that one of the following apply:

  • A State-owned vehicle/Office of Fleet Management (OFMS) rental is not available or accessible. Enterprise Rental is an extension of the OFMS fleet vehicles.
  • The use of a personal vehicle is cost beneficial to the State; based on the results of the cost benefit analysis.

To receive the higher mileage rate employees must submit a cost/benefit analysis.  In preparing the cost/benefit analysis, they should consider all cost associated with getting, operating and returning a rental vehicle, to the cost of operating a personal automobile.  Employees may find the cost benefit analysis in the procurement website:  http://www.wm.edu/offices/procurement/services/travel/index.php.

Employees must report actual traveled miles on the Travel Expense Reimbursement Voucher (TERV) when requesting mileage reimbursement.  Employees may use a tool such as MapQuest to determine the miles driven from point A to point B.   The MapQuest document must be submitted with the TERV.  It is not permissible to claim less mileage than actual travel miles. 

Examples:

(1)    The employee on day 1 goes 125 miles for purpose x, on day 2 the employee works from the office and on day 3 drives 125 miles for purpose Y.  Each day should stand on its own.  The separation of work would require each day to be considered separately for mileage rate application.

(2)    Employee leaves on day 1 to go to a conference (125 miles).  Stays at the conference hotel and does not drive on day 2.  Driver returns on day 3 (125 miles).  This would be one trip of 250 miles over 3 days for a daily average of 83.3 miles a day.

(3)    Employee leaves on day 1 to a meeting in another city for a total round-trip miles driven in one day of 140 miles.  Employee returns to the office that evening.  Employee must claim all miles driven.  This would be one trip of 140 miles over one day.  Employee is not permitted to reduce the TERV claim to only 100 miles to receive the higher mileage reimbursement.

Employees electing to use their personal vehicle as a matter of personal convenience for trips exceeding an average of 100 miles per day will be reimbursed for mileage at the reduced rate. The Personal Vehicle Use Statement at the top of the TERV should be checked appropriately when the traveler is a state employee.

Effective Date:  December 1st, 2012.