Privately Owned Vehicle Information

Where claimant is authorized to operate a privately owned automobile a rate of .50 cents per mile will be allowed without certification.

Where use of a privately owned automobile is authorized for travel to or from a common carrier terminal and the automobile is not parked at the terminal during the period of absence, a rate of .50 cents per mile may be claimed only while the employee is an occupant of the vehicle for the distance between the terminal and the employee’s residence or headquarters whichever is less, except if the employee commences or terminates travel before or after the regularly scheduled work day or on a regularly scheduled day off, when mileage may be computed from the employee’s residence.

  • The maximum mileage rate that may be claimed without justification to the Internal Revenue Service is .50 cents per mile.
  • Ferry, bridge, or toll road charges shall be allowed.

Parking charges as necessary will be allowed for:

  1. Day parking when on trips away from the headquarters office and residence.
  2. Overnight public parking when on trips away from the headquarters city and city of residence. Claim should not be made if expense-free overnight parking is available.
  3. Day parking adjacent to claimant’s headquarters, provided that claimant had other reimbursable private car expenses for the same day.

Expense for gasoline or routine repairs shall not be allowed.

The rates of reimbursement for mileage set out in this section include the cost of maintaining liability insurance at the minimum amount prescribed by law and collision insurance sufficient to cover the reasonable value of the vehicle, less a standard deductible.  When a privately owned vehicle operated by an employee is damaged by collision or receives other accidental damage, reasonable reimbursement for repair shall be allowed under the following conditions:

  1. The damage occurred while the vehicle was being used on official state business with the permission or authorization of the employing campus;
  2. The vehicle was damaged through no fault of the employee;
  3. The amount claimed is an actual loss to the employee, which is not recoverable either directly from or through the insurance coverage of any of the parties involved in the accident;
  4. The amount of the loss claimed does not result from a decision of an employee not to maintain collision coverage;
  5. The claim is processed in accordance with prescribed procedures.

Allowance of transportation expenses by privately owned automobile incurred in travel outside the state is limited by these procedures.