Apply Today

Mileage Reimbursement

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 university president, at his discretion, may establish a lower rate. The current established rate is $.40 per mile. Travelers will be notified in advance of the effective date of any rate change.

The number of reimbursable miles* traveled by an employee using a personal vehicle may not exceed the number of miles of the most cost-effective route. The shortest route between points, including the use of farm-to-market roads, is presumed to be the most cost-effective route between two duty points even when that is not the actual route driven. Google Maps or MapQuest must be used to calculate the mileage between points. 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.

*NOTE: An employee choosing to utilize a personal vehicle will be reimbursed the calculated auto rental cost if it is less than the personal vehicle reimbursement cost. Refer to the Vehicle Cost Comparison – Rental Vehicle vs Personal Vehicle webpage to access the Vehicle Cost Comparison Calculator. If the auto rental cost is less, the calculated amount must be listed as “Personal Veh in lieu of Rental” on both the TEM travel authorization and travel expense report. A copy of the vehicle cost comparison calculation must be uploaded with the TEM travel authorization and travel expense report only when claiming mileage reimbursement for a personal vehicle.

When one or both locations are not in the mapping database, the number of 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 Point-to-Point Odometer Log and uploaded to the TEM travel expense report. Any business-related mileage at the destination location must also be itemized separately on a point-to-point basis on the log. For the purposes of this paragraph, "point" means a building, house, highway intersection, or other similarly localized spot.

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 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 • Lynnette Honea (936) 468-2462 • fax: (936) 468-2207

Top of page

Become a Student Academics & Research Students Alumni & Friends Faculty & Staff Arts & Athletics A-Z List