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Mileage Rate

The mileage rate that may be claimed when using a privately owned vehicle for University Business is set by Internal Revenue Service standard mileage rate. 

Chrome River Expense is programmed to use the appropriate rate, based on the date the business miles were driven, using the “Mileage” sub-tile under the “Ground Travel” tile.  Departments may reduce the programmed rate to an appropriate amount due to their budgetary requirements, as needed.  To do so, select the “Mileage Override” sub-tile under the “Ground Travel” tile. 

Also, departments are reminded that employees who submit mileage logs to claim reimbursement for business miles driven in their personal vehicle should do so on a monthly basis.  Reimbursements submitted more than 60 days after the end of the month in which the miles were driven will be reported to Payroll to be included as additional taxable compensation to the employee.  The mileage log is available here.

The table below provides the “timely” submission dates for mileage logs:

Month Business Miles Driven
Due Date
January
March 31
February
April 30
March
May 31
April
June 30
May
July 31
June
August 31
July
September 30
August
October 31
September
November 30
October
December 31
November
January 31
December
February 28/29