Traveling by Personal Car
It is important to recognize following information when traveling by personal vehicle:
- Repairs to a personal car are the owner's responsibility.
- The University does not reimburse flat tires, dead batteries, etc., or any violations such as parking or speeding tickets.
- Mileage is calculated from the traveler's official work location, not their home; unless their home is closer to the trip destination.
- If the traveler chooses to drive, rather than fly to their trip destination, the reimbursement for mileage may not exceed the cost of a 30-day advance purchase airfare rate for a comparable trip.
- Business travelers are allowed a maximum of two full days of paid travel time to and from their official business location - one day before their official business begins and one day after their official business has concluded.
How to Claim Mileage
- To claim mileage, a trip must be created in the Travel@IU system.
- Mileage is determined using official state highway distances, as calculated automatically by the Travel@IU system or through a reputable online map engine.
- A Mileage Record Form (PDF) can be used to claim inner-city mileage or mileage to destinations which cannot be calculated using the standard methods. Submit the mileage record form along with the other expense receipts to the address listed on the trip coversheet.
- $.565 per mile for the first 500 miles (Effective January 1, 2013)
- $.2825 per mile for 501-3000 miles
- Mileage reimbursement is capped at 3000 miles
Some positions at IU require regular driving between campuses or other in-state destinations. For those who are entitled to request mileage reimbursement for such trips, accumulated mileage from multiple drives can be reimbursed with just one set of paper work.
A single Mileage Record Form (PDF) should be used to claim the total mileage for all the trips that occurred over a given period of time, typically a week or a month, provided all the trips are within the state of Indiana and no other travel expenses are being requested.
To submit accumulated mileage for reimbursement:
- Download and print the Mileage Record Form (PDF) from the travel services website.
- Complete the form. Include a starting and ending location for each drive that is to be counted toward the mileage total. For campus locations you may use the building name, but please use a full address for all other locations. Also enter the mileage readings, date, and purpose for each drive.
- Submit the completed form to your department supervisor or fiscal officer for review. He or she will need to sign the form before it is submitted to Travel Management Services.
- After the form has been signed by the reviewer, create a new trip in the Travel@IU system.
- For Start and End date, enter the first and last date of the accumulated mileage time period. We do not recommend submitting mileage for a period longer than one month.
- In the Destination City field, enter the word “mileage”.
- Be sure to select Personal Car as the travel method.
- Enter the total mileage from the Mileage Record Form in the Total (mi) field found in the destinations section. While editing this section, enter 1 in the Number of Receipts field.
- Route the trip for approval, and be sure to click Generate Coversheet on the confirmation page.
- Print the Coversheet and mail it along with the signed Mileage Record Form to the address provided. Once all the documentation is reviewed and the trip document is approved, the reimbursement will be generated.
NOTE: For more detailed instructions, view the Monthly Mileage Tutorial.
University policy requires that, as a condition for driving any vehicle on university business, drivers will give Indiana University authorization to conduct a Motor Vehicle Record (MVR) check and provide all information needed for conducting the check. Driving on university business will be prohibited if authorization to conduct a MVR check is not given.
Before driving for any trip, complete the Authorization Form for Motor Vehicle Records Check, found on IU's Office of Insurance, Loss Control & Claims website.