Calculating Mileage Reimbursements

Mileage/Personal Vehicle Use: If an individual uses their personal vehicle to travel out of town or to a site other than their usual work site for project purposes, they can be reimbursed for mileage only. The reimbursement will be calculated using the IRS standard mileage rate, and the current rates (for employees it is the “business” rate; for volunteers, it is the “charity” rate) can be found here: IRS Mileage Reimbursement Rates. Please note on the reimbursement request whether the individual is an employee or volunteer so we can determine the correct rate. Please keep a log of miles traveled and the destinations traveled to and from as backup and note the purpose of each trip when submitting reimbursement. The mileage rates established by the IRS are intended to cover gas, wear and tear, and all expenses related to using a personal vehicle for work purposes.

Paying directly for gas, repairs or maintenance on your personal vehicle using a project expense card or reimbursement is not allowed.

Also remember, travel to your office or usual worksite is a personal expense and not an eligible project expense.If you are required to use your vehicle for project-related business, you can be reimbursed from your project funds for the miles you’ve driven and wear and tear on the vehicle. This is a federally calculated/regulated formula. Click here to see the current formula. You can then calculate your reimbursement for the current year.

Please note, you may NOT pay for vehicle service, repairs, new tires, etc… it is anticipated that these costs are included in the federal mileage reimbursement formula. To receive mileage reimbursement, submit a reimbursement request form. In the description, write out the following, replacing the italicized items with the specific information: mileage from X to Y to participate in description of project business/activity. X total miles. In lieu of an invoice, attach a mileage map.