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Mileage Reimbursement for Travel in Personal Vehicles

For all reimbursement questions, please contact a UConn Health Staff Accountant.

The UConn Health travel mileage policy can be broken down into five elements: conditions of reimbursement, the calculation of reimbursable business mileage, the rate of reimbursement, other expenses, and limits on total reimbursement.

To be reimbursed the following conditions must be met:

  • Automobile Insurance in the amount of $50,000/$100,000 must be maintained when using a privately owned vehicle for business related purposes.
  • All claims must be filed within 6 months of the end date of the trip. Those reimbursements filed more than 6 months after the end date of the trip will not be processed.

Reimbursable mileage is:

Business mileage is reimbursable only to the extent it exceeds the employee’s normal daily commuting mileage on a regularly scheduled administrative workweek.

Transportation of any kind between an employee’s home and official worksite during a regularly scheduled administrative workweek is not reimbursable. A normal daily commuting mileage is the most direct route to/from an employee’s official worksite and the employee’s residence.

  • The official worksite is defined as the location of an employee’s position of record where the employee regularly performs his or her duties. If the employee’s work involves regular travel or the employee’s official worksite varies, the official worksite(s) location and time frame will be determined by the Department Head.
  • A regularly scheduled administrative workweek is the period an employee is regularly scheduled to work within an administrative workweek (i.e., a period of seven consecutive 24-hour periods designated in advance). For a full-time employee, it consists of the 40-hour basic workweek plus any periods of regularly scheduled overtime work. For a part-time employee, it means the officially prescribed days and hours during which the employee is regularly scheduled to work.
  • The employee should take the most direct route from one place of business to another.

The table below contains the reimbursable rate per mile for use of privately owned automobiles when authorized as advantageous to the government.

To avoid processing multiple claims for mileage reimbursements only for very small amounts, travelers should combine mileage from multiple trips in one claim so that the total reimbursement due is at least $25.00.

Date Rate
January 04, 2017 – Present .535
January 29, 2016 – January 03, 2017 .540
January 30, 2015 – January 28, 2016 .575
January 30, 2014 – January 28, 2015 .560
January 29, 2013 – January 29, 2014 .565
May 15, 2012 – January 28, 2013 .555
January 28, 2011 – May 14, 2012 .51
January 29, 2010 – January 27, 2011 .50