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Mileage Reimbursement

The maximum mileage reimbursement rate for use of an employee's personal vehicle is established by state regulation and is subject to change. The university president may establish a lower rate than the state rate. The current established rate is $0.545 per mile. Travelers will be notified in advance of the effective date of any rate change.

The number of reimbursable miles (see *NOTE, below) traveled using a personal vehicle may not exceed the number of miles of the shortest route, regardless of the route actually driven. Google Maps or MapQuest must be used to calculate the mileage between two locations (if the locations are in the map website database). When both locations are in the map website database, the traveler may be reimbursed for personal vehicle usage for the number of miles calculated by the map website (unless auto rental or airfare is more cost-effective. See *NOTE, below). When one or both locations are not in the map website database, the number of reimbursable miles is calculated using the traveler's odometer. Mileage determined by use of the traveler's odometer must be itemized on a point-to-point basis on the travel expense report. The Point-to-Point Odometer Log, available on the travel office website, can serve this purpose. Any business-related vicinity mileage at the destination location must also be itemized separately on a point-to-point basis. For purposes of this paragraph, "point" means a building, house, highway intersection, or other similarly localized spot.

A copy of the Google Maps or MapQuest mileage calculation must be uploaded to both the Travel Expense Module (TEM) travel authorization and travel expense report, clearly stating the starting and ending duty points. If utilizing the Point-to-Point Odometer Log, it must be uploaded to the TEM travel expense report.

*NOTE: It may be most cost-effective to rent a vehicle rather than drive a personal vehicle or fly. The vehicle cost comparison calculator compares the auto rental cost vs. the personal vehicle reimbursement cost. Travelers are encouraged to utilize the calculator in determining which mode of travel is best. State law mandates that each travel arrangement be the most cost-effective considering all relevant circumstances.

The university has contracted with Enterprise to provide cost savings to the university. The contract provisions include no additional charge for picking up a rental in Nacogdoches on Saturday (or after 4 pm on Friday) for travel beginning on Sunday, and no drop fee for one-way rentals in Texas. Therefore, it may be more cost-effective to drive a rental vehicle to the airport and drop it off there than to use a personal vehicle and pay airport parking fees. A link to the university’s contracted rates with Enterprise, as well as additional information about vehicle rental, is available on the motor vehicle rental webpage.

Four-Per-Car Rule
Coordination of travel must occur when employees travel on the same dates with the same itinerary to conduct the same official State business. When four or fewer employees travel on the same itinerary, only one may be reimbursed for mileage or rental vehicle. When more than four employees travel on the same itinerary, only one out of every four may be reimbursed for mileage or rental vehicle.

Contact Information
traveldesk@sfasu.edu • (936) 468-2462 • (936) 468-6314 • fax: (936) 468-2207

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