Financial Administration

UW System Travel Regulations

VIII. PRIVATELY OWNED VEHICLES OR MOTORCYCLES

  1. The allowable reimbursement for the use of a privately owned vehicle or motorcycle shall not exceed the lowest cost of the most practical means of public transportation (railroad, bus or commercial airplane) between such locations. A cost comparison between driving and the most practical means of public transportation (usually the lowest logical airfare plus estimated ground transportation costs) should be provided.

    Sometimes even a rental car can be less costly than using a personal vehicle. Use Mapquest or Google Maps to obtain cost comparison information determining the most cost effective ground transportation (rental car vs. personal vehicle vs. fleet vehicle). Review "Determining Mode of Transportation" in the UW TravelWIse portal.

    Mileage Reimbursement Rates:

    Standard Rate (Fleet vehicle was not available or required to be used):

     
    Effective 7/1/12
    Effective Prior to 7/1/12
    Automobiles
    51¢
    48.5¢
    Vans*
    66¢
    64¢
    Motorcycles
    28.5¢
    21.2¢
    Airplanes
    48.5¢
    46.5¢

    Turndown Rate (Fleet vehicle was available and could have been used):

      Effective 12/1/11 Effective 12/1/08 thru 11/30/11 Effective 7/1/08 thru 11/30/08 Effective Prior to 7/1/08
    Vehicles
    35.2¢
    36.5¢
    32¢
    32¢
    Vans*
    61¢
    61¢
    61¢
    59¢

    *Reference Section I below for use that qualifies for this rate.

    Except for unusual, documented circumstances, employees are expected to average a minimum of 400 miles per day when driving a privately owned, fleet or rental vehicle on trips of over 400 miles.

  2. Employees shall be reimbursed at the rate of 51¢ per mile for use of a personal vehicle if there is no access to a fleet vehicle in the headquarters city.

    For University employees who have access to a fleet vehicle in the headquarters city, employees shall be reimbursed at the rate of 51¢ per mile if the accumulated round trip mileage is less than 100 miles. If the round trip mileage claim is 100 miles or greater, a fleet non-availability certification form must be provided to claim the standard rate.

    Employees who are headquartered in Madison, either at UW-System Administration, UW-Extension, or UW-Madison, will be reimbursed at the rate of 51¢ per mile if the accumulated round trip mileage is less than 300 miles. If the round trip mileage claim is 300 miles or greater, a fleet non-availability certification form from both UW-Madison Fleet and DOA Central Fleet must be provided to claim the standard rate.

    The reimbursement limit for claims not in compliance with the above is limited to the turndown rate of 35.2¢ per mile.

    UW-Madison Fleet - 262-1307
    DOA Central Fleet - 266-8757
    DOA Fleet Rates; Vehicle Models

  3. The certification of nonavailability should include the driver's name, the date of the request, the date(s) for which a fleet vehicle is requested and a signature of a fleet office employee or institutional travel manager. Nonavailability certification is not required for employees who are headquartered at locations that do not have a fleet service.

  4. A fleet car shall not be requested and nonavailability certification issued if the employee intends to combine personal business with UW business which will result in additional days in travel status or additional nonbusiness mileage. Employees who are denied use of a fleet vehicle because of a poor driving record must also not be issued nonavailability certification. In these cases, the turndown mileage reimbursement rate shall be used for reimbursement.

    Requests for exemption from the "certification of nonavailability" requirement for medical reasons may be approved by the institution controller each fiscal year and a list of those approved and reason for approval kept on file at the institution.

  5. If the employee chooses to use a privately owned vehicle when a fleet vehicle is available and the round-trip mileage exceeds the applicable breakeven point, mileage reimbursement shall be at the turndown rate.

  6. An additional 1¢ per mile may be reimbursed to an employee for the use of a personal vehicle when used as an emergency vehicle, or when the installation of special equipment is required, such as the pulling of trailers, or under conditions which cause excessive wear or depreciation.

  7. An additional 1¢ per mile may be reimbursed to an employee for transporting two or more passengers in addition to the driver in a privately owned vehicle, provided the passengers are also engaged in UW business. The names of employee passengers must be listed on the TER of the driver when seeking reimbursement in excess of the standard reimbursement rate.

  8. An additional 4¢ per mile may be reimbursed to an employee when a privately owned vehicle is operated off the roadway (construction areas, etc.).

  9. Persons with disabilities who use a privately owned, specially equipped van on UW business shall be reimbursed at the standard rate. When a state-owned van, specially equipped for disabled employees, is available, the reimbursement rate shall be at the turndown rate unless a certification of nonavailability is provided or blanket approval has been granted under the institution's ADA procedures. (Ref. Section I.I.)

  10. Employees may be reimbursed for the use of privately owned motorcycles on UW business at the standard rate. Only one individual (the driver) shall be transported on a motorcycle. Reimbursement for use of privately owned mopeds or bicycles is not authorized.

  11. The mileage rates specified in this section are also applicable outside the United States. However, the institution controller may submit a request to the UW System Controller for approval of a higher mileage rate for a particular area outside the United States if s/he determines that the specified rate is inadequate. Approved requests should be attached to the TER.

  12. Charges for repairs, tow service, locksmith services, jump starts, lubrication, traffic citations, parking tickets, etc., are the employee's responsibility and are not reimbursable.

  13. The daily starting point and destination should be stated on the TER. An explanation must be provided for mileage in excess of normal map mileage. Refer to Mapquest or Google Maps for calculating time and distance between cities where UW System campuses are located.

  14. Parking charges incurred at the employee's permanent work site are not reimbursable. Other parking charges, tolls, etc., incurred while on authorized official business are reimbursable. Receipts are required for claims in excess of $25.00.

  15. When a supervisor determines that an employee's vehicle is required for travel to a work site other than the permanent work site, the employee shall be reimbursed for mileage from home to the work site or the assigned headquarters to the work site, whichever is less.

  16. When the supervisor determines that an employee's vehicle is not required for travel to a work site removed from the assigned headquarters, the employee shall be reimbursed for mileage from the employee's home to an approved pickup point which is in excess of the mileage from the employee's home to the assigned headquarters. However, mileage between work sites is reimbursable.

  17. Mileage between the employee's residence and assigned headquarters is not reimbursable except on days when the employee also uses the automobile for transportation between a commercial transportation terminal (air, train, bus) and the office for an official trip, and provided the mileage cost is less than taxi fare between office and the terminal, including allowable tip. Employees that are "allowed" to telecommute from home are not eligible for reimbursement of miles from their home to the location that would have been their assigned headquarters if they were not telecommuting.

  18. Institutions may establish dollar limits they will reimburse for the cost of transportation between the traveler's home and airport, for employees who live unusually long distances from their headquarters location.

  19. Round-trip mileage between the employee's home and airport to drop off and pick up the employee on both the day of departure and day of return is allowable when the total mileage cost does not exceed the cost of one round-trip mileage between office and airport, plus airport parking cost that would have been incurred had the employee left the vehicle at the airport.

  20. When two or more employees are going to the same destination, additional mileage required to pick up and drop off employees at their homes may be reimbursed provided it is more time/cost-efficient for the UW.

  21. At the employee's request, reimbursement for gasoline cost in lieu of using the mileage rate will be allowed if receipts are provided and the total claim does not exceed the mileage rate that would have been allowed.

  22. When management determines that an employee's vehicle is required for travel to a work site removed from the assigned headquarters, the employee shall be reimbursed for mileage from home to the work site, or from the assigned headquarters to the work site, whichever is closer.