Faculty and Staff

Requesting Reimbursement for Private Automobile Mileage

Last updated November 2, 2009 8:52:56 AM PST
Give more feedback

Use this step-by-step guide to request mileage and parking reimbursement for private automobile use(standard or specially-equipped vehicles) while on UCSD business travel.

Before you request reimbursement, determine your expense reporting method:

  • If you're only claiming mileage and parking, use Payment Authorization.
    • Contact your business office for guidance. If you need Payment Authorization access, take the online training course.
  • If you're claiming other travel expenses in addition to parking, claim the mileage along with the other travel expenses using MyTravel.

Notes:

  • If an employee is not on travel status and has a temporary assignment away from campus (such as a local training session), reimbursement shall be made for mileage expenses incurred between the campus and the assignment location, or home and the assignment location, whichever is less.
  • Regardless of the expense reporting method you use, the process of calculating mileage reimbursement in steps 1-3 remain the same.

Expand all

1. Determine the number of miles traveled.

  • If you know the number of miles traveled, proceed to step 2.
  • If you don't know the number of miles traveled, review the mileage chart for travel within California or determine mileage using Mapquest.

2. Determine the mileage rate.

  • Select a mileage reimbursement rate based on the dates of travel.
  • If you used a specially-equipped vehicle (one that has been modified to accommodate a physical disability), make sure you select the special rate.
    • The following certification must be included with the reimbursement request: "I certify that the actual cost of operating the vehicle was equal or greater than the rate claimed. I will maintain substantiating records of the fixed and variable costs of operating my automobile in support of this claim in the manner and for the period prescribed by law."
Note: The mileage rate includes cost of fuel.

3. Calculate the mileage reimbursement.

Multiply the number of miles by the mileage rate to determine the amount of reimbursement due.

4. Request reimbursement.

  • If you're claiming only mileage and parking, complete a Payment Authorization online.
    • Use the MLG template.
    • Select account 652000.
    • Enter the required information, including:
      • Exact location(s) (To claim multiple trips, list all locations individually. You cannot use zip codes or blanket descriptions, like "various.")
      • Exact date(s)
      • Mileage rate and total expense amount
      • Specific business purpose(s)
  • If you're claiming other travel expenses in addition to parking, claim the mileage along with the other travel expenses. Notes:
    • If you're using Payment Authorization and can't enter specific information in the MLG template as required, fax the mileage log and/ or parking receipts to (858) 822-1546.
    • If you're using MyTravel, keep required logs/ receipts on file in your department.

Expand all

For more information, contact UCSD Travel or anindividual Travel Team member.

Notice: UCSD travel policy, as published in Blink, is decisive. It has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source for UCSD travel policy is UC Travel Policy and Regulations.