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Private Automobiles

Directive Statement

When travel by private automobile is chosen to save time, transport equipment, or to reduce costs when a number of people are traveling together to the same destination, reimbursement to the traveler is made on the basis of mileage traveled.

The University of Florida generally will not allow reimbursement for on-campus mileage.  On-campus is defined as the area of 34th Street to 13th Street and Archer road to University Avenue or areas that campus cab services.  In addition, travelers shall not be paid a mileage allowance for travel between their residence and their headquarters or regular work location.

If travel begins more than one hour before or one hour after the traveler’s regular work hours, the point of origin may be the traveler’s residence, provided that miles claimed may not exceed the miles actually driven.

Private automobile repair costs are not reimbursable, whether they result from the traveler’s acts or the acts of others.

Reason for Directive

When determining method of travel, consideration is to be given to the total cost to the University, considering time of the traveler, impact on the productivity of the traveler, cost of transportation, and per diem or subsistence required.

Any travel that has personal time included in the trip and requires more time/days away than the normal work portion of the trip, will require a cost comparison.  This will ensure that the university is not paying more than what the business portion of the trip would have cost.

Who must comply?

All UF departments.

Procedures

Please note, travelers should use a university vehicle when available.

  1. Keep an accurate daily record of miles traveled
  2. Upon completion of travel, mileage, and expenses are to be submitted on a Travel Expense Report in myUFL
  • The reimbursement rate is set at the State of Florida mileage allowance rate in effect at the time of travel, currently 44.5¢ per mile. This covers all operating costs of the vehicle
  1. To determine mileage for use in reimbursement calculations, utilize either Google Maps or MapQuest
  2. Attach the results to the Expense Report in myUFL

Parking charges and ferry, bridge, tunnel, and road tolls are reimbursable in addition to the mileage allowance – please see the “Additional Transportation Expenses” directive and procedure for more information.

If a traveler elects to be reimbursed gas receipts instead of the mileage allowance, the amount of the gas receipt must not exceed what the mileage reimbursement would have been and is still considered to cover all operating costs of the vehicle.

Last Reviewed

05/01/2020: reviewed content

Toolkits

UF HR Toolkit – Travel and Expense Module

Contacts

Travel & Employee Reimbursements: (352) 392-1241

travel@ufl.edu

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