Business Office - Reimbursement of Mileage

Expense Reimbursement Guidelines for Mileage from the SoHE Business Office.

E-Reimbursement System

Gasoline for privately owned vehicles is not reimbursable – if an individual is driving a personal vehicle, he/she should claim mileage on their expense report.

Mileage Help Sheet -This tip sheet will show you how to enter a Mileage claim on an expense report.

Mileage Rates

The Standard Rate applies if the accumulated round trip mileage is less than 300 miles. The Turndown Rate applies if the round trip mileage is 300 miles or more. When traveling 300 miles or more round-trip, employees are encouraged to use a Fleet vehicle versus a privately owned vehicle. Non-employees and job applicant interview candidates will be reimbursed at the Standard Rate.

Employees that travel to temporary worksites are reimbursed for mileage based on where they depart from and where they return to, either: departing from home or headquarters to the temporary worksite and from temporary worksite back to home or headquarters, whichever is less.

Non-workday travel (when not scheduled to be at assigned headquarters, but required to drive for UW business reasons) allows for reimbursement of mileage from home to temporary worksite/airport.

In lieu of incurring mileage and parking costs at a commercial transportation terminal, two round trips will be permitted if the traveler is being dropped off and picked up by another individual.

Driver Authorization

University employees who operate a vehicle on UW business – whether utilizing a personal vehicle, fleet vehicle, or rental vehicle – must be authorized to drive by UW-Madison Risk Management.  Non-authorized drivers will not be reimbursed for vehicle-related expenses.  Non-employees are not required to be authorized drivers unless they are a current UW student or a volunteer on behalf of UW.

Mileage Checklist (click for printable checklist)

The following documentation and/or information is required mileage expense

Description example: “Mileage from office, 1300 Linden Dr, Madison, WI to conference location, 1234 Example St, Milwaukee, WI roundtrip.”