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Mileage Reimbursement

The number of reimbursable miles traveled by an employee may not exceed the number of miles of the most cost-effective route. The shortest route between points, including the use of all farm-to-market roads, is presumed to be the most cost-effective route between two duty points.  Use Google Maps to calculate the mileage between two locations. When both locations are in the Google Maps database, the employee may be reimbursed for the number of miles calculated by the Google Maps website at the rate of $0.40 per mile. A copy of the Google Map mileage calculation must be included with the Travel Voucher clearly stating your starting and ending duty points. When one or both locations are not in the Google Maps database, the number of reimbursable miles is calculated by the employee's odometer. Mileage determined by use of the employee's odometer must be itemized on a point-to-point basis on the Travel Voucher. Any vicinity mileage at the destination location must also be itemized separately on a point-to-point basis. For the purposes of this paragraph, "point" means a building, house, highway intersection, or other similarly localized spot. A Point- to-Point Odometer Log is available in the forms section of the travel website if needed.

The Travel Office has provided a Cost Comparison Calculator to help the traveler determine the most cost effective means of transportation using mileage reimbursement and state contracted rentals.

The maximum reimbursement rate for use of an employee's personal vehicle is established by State and Federal regulation, and is subject to change. The president, at his discretion, may establish a lower rate. Travelers will be notified in advance of the effective date of any rate change.

Four-Per-Car-Rule

Coordination of travel must occur when two, three, or four employees travel on the same dates with the same itinerary to conduct the same official State business. When coordination of travel is required, only one employee may be reimbursed for mileage.

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

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