Requesting Reimbursement for Private Auto Mileage
Last Updated: January 4, 2017 1:22:19 PM PST
Use this guide to request mileage and parking reimbursement for private auto use while on UC San Diego business travel.
If an employee is not on travel status and has a temporary assignment away from campus (such as a local training session), mileage can be claimed between campus and the assignment location, or home and the assignment location, whichever is less.
Is the destination local, i.e. within the vicinity of home or headquarters?
Is the destination outside the vicinity of home or headquarters?
- Yes: Choose the most economical option for the situation. If a traveler needs to use surface transportation, even though the lowest available airfare is the most economical, here’s how to handle it:
- Before the trip
- Obtain approval: Work with your business office or person who approves travel in your area.
- Know travel policy: Total cost of surface transportation cannot exceed the equivalent lowest cost airfare plus local transportation to and from terminals. Total cost of surface transportation may include:
- Meal or lodging, if a minimum of 300 miles per day are traveled by the most direct route
- Parking, tolls, taxis and/or ferries
- Know pricing: Find the lowest cost airfare (regular coach/ economy) and add the transportation costs to and from the terminal. Use this figure as the dollar amount that cannot be exceeded if opting for surface transportation in lieu of air travel.
- After the trip
- Request reimbursement. When entering the expense claim in MyTravel, enter a note as to the approved use of surface transportation in lieu of air travel and attach documentation that supports the cost.
- No: Proceed to step 2 to request reimbursement for mileage and related expenses.
Use MyTravel to preauthorize travel
and obtain a trip number.
- If you know the number of miles traveled, proceed to step 4.
- If you do not know the number of miles traveled, review the mileage chart for travel within California or determine mileage using Google maps.
Note: The mileage rate includes cost of fuel.
For additional information on mileage reimbursement, see Travel FAQ.
- Log into MyTravel and enter the number of miles on the Ground tab. MyTravel will calculate mileage based on the standard rate in effect at the trip start date.
- If the claim is for a single one-way or round trip, clearly state the location in the Notes field on the Ground Tab. For example, Irvine, CA.
- If the claim is for multiple trips that total >$75, a mileage log is required and must include the location traveled to and from, dates, mileage and a clearly stated business purpose (see a sample mileage log - Excel). Mileage requests that cross over calendar years should be submitted as separate MyTravel trips.
- If you're claiming mileage less than the standard rate based on funding requirements, use the Other Tab in MyTravel to report travel expenses online.
- Use the free-write field to enter reimbursement description and amount.
- Enter the reason for claiming less than the standard rate in the Notes field.
- If you're claiming mileage for a specially-equipped vehicle (one that has been modified to accommodate a physical disability), use MyTravel to report travel expenses.
- Use the free-write field to enter reimbursement description and total amount due, based on the special rate.
- Enter the following certification in the Notes field: “I certify that the actual cost of operating the vehicle was equal or greater than the rate claimed. I will maintain 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.”
- When completing the claim, if expenses are limited to mileage or mileage and parking only, select account 652000 In State Travel/Mileage.
- If you’re claiming mileage to a destination outside the vicinity of home or headquarters, enter a note as to the approved use of surface transportation in lieu of air travel and attach documentation that supports the cost.
To ask questions, request a service, or report an issue, contact us through BFSupport
UC San Diego travel policy, as published in Blink, is decisive. It has been adapted to UC San Diego's organization, delegation of authority, terminology, chart of accounts and processing applications. The source for UC San Diego travel policy is UC Travel Policy and Regulations