Mileage

Refer to the Annual Mileage Rate section to determine the reimbursement rate for specific travel dates.

Travelers requesting mileage reimbursement may select the following options for calculating mileage:

• Vehicle odometer readings

  • The T-3 Daily Mileage Worksheet must be attached to the Expense Report as supporting documentation

• Concur built-in mileage calculator

• One round trip, including parking for the duration of the trip; or
• Two round trips, including short-term parking expenses, when a traveler is driven to a common carrier.

Use "Regular Gasoline Retail Price" U.S. rate.

For your Trip Optimizer, choose the U.S. retail price provided by the U.S. Energy Information Administration's weekly fuel update.

Note: The rate approved on your travel request will be the rate applied to the dates of travel on your expense report.

Designated headquarters is the location of the traveler's permanent work assignment. Designated headquarters other than San Marcos or Round Rock must be approved by the Vice President of Finance & Support Services. Working remotely from home does not change your designated headquarters.

U.S. Gasoline and Diesel Fuel Retail Prices (National and Regional)

Travelers may request a mileage reimbursement for personal reasons even though air travel is the appropriate form of transportation, if such costs shall not exceed the cost of airfare.

Airfare cost is based on the lowest regular coach fare available, plus transportation costs to and from the airport and estimated parking fees incurred, had the traveler opted to travel by air. The regular coach fare must be obtained from the university’s designated travel agency.

To support the reimbursement, travelers should use the T-1 Transportation Cost Equivalency form.

Travelers may use a personally owned vehicle for university business if it is:

• More cost effective than renting a car, taking a taxi, or other transportation methods, OR
• Saves time.

Those authorized to travel via a personally owned vehicle will be reimbursed in accordance with the standard mileage rate, which includes automobile expenses such as fuel, lubrication, towing charges, repairs, replacements, tires, depreciation, insurance, etc. These and other automobile expenses will not be reimbursed.

When two or more persons traveling on university business share a personally owned vehicle, only the driver may claim reimbursement for mileage.

Parking and toll expenses are reimbursable when properly documented on the Expense Report. Receipts are the primary form of documentation, but the Tollsmart Calculator may also be used.

For guidance, please review the Tollsmart Calculator Procedures.