When using your personal vehicle for business travel (whether you’re an employee, a guest of the university, or a student) you may be reimbursed for mileage as long as you complete a Travel Expense Reimbursement form. NOTE: Effective March 25, 2005, UMW will NOT reimburse for mileage between the Fredericksburg campus and the Stafford Campus.
THE RATES LISTED BELOW ARE EFFECTIVE FOR TRAVEL DATES JANUARY 1, 2018 AND AFTER.
If you are a student or a guest of the University, the rate per mile for reimbursement is $.545/mile.
If you are an employee of UMW, the rates are either $.246/mile or $.545/mile as determined by average daily mileage and a cost comparison for renting a car. Calculate the AVERAGE DAILY mileage of the trip by dividing the total roundtrip mileage by the total number of official business travel days. For example, on a five day business trip with a roundtrip mileage of 500 miles, 500 miles divided by 5 official business travel days equals 100 average daily miles.
If the official business average daily mileage is 200 or less, then you can be reimbursed the higher rate that the state allows (without having to do any cost comparison).
If the official business average daily mileage is more than 200 miles AND you want to be reimbursed at the higher mileage rate, then the traveler must visit the Commonwealth’s Department of General Services (DGS) site and use the trip calculator (click the Trip Calculator) to calculate the vehicle cost comparison of the proposed trip. NOTE that this site is an Enterprise cost comparison but the cost comparison applies for both Enterprise and Hertz (for determining whether or not you will receive the higher mileage rate if you choose to take your personal vehicle and the average daily mileage is more than 200 miles).
If the trip calculator shows that it is more cost beneficial for the employee to use a personal vehicle, then the employee should print a copy of the screen showing the calculation AND ATTACH the documentation to the Travel Reimbursement Request Form in order to be reimbursed at the higher rate per mile. NOTE: If the trip calculator print out is not attached, OR if the trip calculator shows that it would be less expensive to rent the vehicle, the mileage reimbursement will be at the lower mileage rate.
If the trip calculator shows that the use of a rental vehicle is more cost effective AND the traveler wants to rent a car, the traveler should follow instructions at Car Rentals.
If the trip calculator shows that the use of a rental vehicle is more cost effective AND the traveler wants to use a personal vehicle, the traveler will be paid the lower mileage rate.
If renting a car is simply not feasible or is too time-consuming for you, additional cost factors may be considered in the cost analysis. The DGS website is the starting point for the cost benefit. Then if additional factors such as administrative time, distance to the nearest Enterprise or Hertz location (mileage to and from car rental agency can be paid at the higher rate) and hours of operation are to be considered, some documentation of those factors and the cost benefit must be documented for approval. You should:
- Print the cost comparison, and then hand-write on that print out the other cost factors associated with renting the car.
- Feel free to write any statements that prove renting the car is a more expensive option than taking your personal car and being reimbursed at the higher mileage rate.
- Have the President or his designee appropriate to your department sign the cost benefit analysis.
There is a specific “MILEAGE FAQ” section on the Administration and Finance’s FAQs page that may help you through this process.
In the event of emergency travel (less than 24 hours notice) the traveler is still required to go through the process above and attempt to acquire a vehicle through Enterprise or Hertz. If the car rental agencies cannot fulfill the request, the traveler must print the screen documenting that a vehicle was not available. In order to be reimbursed at the higher mileage rate when the mileage exceeds 200 average daily miles, the traveler must include with the Travel Reimbursement Request Form, the non-availability documentation and a statement from the UMW President or designee stating that the travel was an emergency.
Rental of vehicles which exceed 30 days must have the prior approval of the Office of Fleet Management Services in Richmond. Please contact Accounts Payable at firstname.lastname@example.org if you wish to rent a car for more than 30 days. Accounts Payable will request the approval from the Office of Fleet Management Services.
When completing a Travel Expense Reimbursement Form for mileage reimbursement, you will have to mark one of the “boxes” with an “x” in the upper right area of the form labeled “Personal Vehicle Use Statement.” See the explanations below to figure out which box to check:
The first box will calculate at $.545/mile. Use this box if ANY of the following apply:
1. AVERAGE DAILY mileage is 200 miles or less from your base point, defined as place, office or building where the traveler performs his/her duties on a routine basis.
2. The traveler is flying (in an airplane) and drives his car to a local airport (Dulles, Reagan National, Richmond or BWI) regardless of average daily mileage.
3. The traveler is NOT a Commonwealth of Virginia employee.
4. The traveler is a student or guest of UMW.
The second box will calculate at $.545/mile. Use this box if EITHER of the following applies to you:
1. Your mileage is more than 200 average DAILY miles and the administrative time involved in renting a vehicle is not feasible. (Attach the cost comparison, and then hand write the other cost factors associated with renting the car on that print out. Include any statements that prove renting the car is a more expensive option than getting the higher reimbursement rate for taking your personal car. Make sure the explanation has signature of the President or his designee appropriate to your department.) If these things (cost comparison with explanation and signature) are not attached to the Travel Reimbursement Request Form, the lower rate will be paid.
2. You work in the Warsaw office.
The third box will calculate at $.246/mile.
Check the third box if average daily mileage was over 200 miles AND you chose to drive your personal vehicle without completing the cost comparison printout showing the cost analysis of using a personal vehicle compared to renting a car.
If you did not record your mileage and need to know the distance between two places, please use www.mapquest.com. (The print-out is NOT needed.)
If you are trying to decide whether to drive or fly, the total of the expenses reimbursed– including meals and lodging–should not exceed the total cost of the trip using the most economical public air transportation fare available, also including meals and lodging. The President or her designee is authorized to grant exceptions to this policy when justified. Comparative statements should be attached to the Travel Reimbursement form for reimbursement.
Roundtrip mileage traveled routinely by the employee between his residence and base point (defined as place, office or building where the traveler performs his/her duties on a routine basis) incurred on a scheduled workday is considered commuting mileage. Commuting mileage and other commuting costs incurred on normal workdays are considered a personal expense and are not reimbursable.