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Requesting Reimbursement for Private Auto Mileage

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.

1. Determine mode of transit/ transportation.

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 creating the expense for the Concur expense report, enter a note as to the approved use of surface transportation in lieu of air travel and attach documentation that supports the cost.

2. Determine the number of miles traveled.

  • If you know the number of miles traveled, proceed to step 3.
  • If you do not know the number of miles traveled, determine mileage using Google Maps.
Note: The mileage rate includes cost of fuel.

For additional information on mileage reimbursement, see Travel FAQ.

3. Request reimbursement.

Use Concur to create a Travel expense report
  • Create a mileage expense within your Concur Expense Report. Concur will automatically calculate mileage based on the standard rate in effect at the trip start date. (See Knowledge Base Article for Concur Travel Expense Reports)
    • Include the origin and destination when entering in the details of your mileage expense in the Business Purpose/Additional Information field on the Report Header. 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 expenses.
  • If you're claiming mileage for a specially-equipped vehicle (one that has been modified to accommodate a physical disability), use Concur 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 Comments 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.”
  • 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.
Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.
Notice: 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 (PDF).