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I. |
Restrictions |
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A. |
The allowance for the use of a personal vehicle or motorcycle may not exceed the lowest cost of the most practical means of public transportation between such points without unreasonable loss of time.
Click here for reimbursement rates. |
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B. |
For long distance trips, a cost comparison between driving and the most practical means of public transportation (usually the lowest logical airfare plus estimated ground transportation costs) must be provided. See
Cost Comparison Guidelines. |
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C. |
Except for unusual documented circumstances, employees are expected to average a minimum of 400 miles per day when driving a privately owned
or rental vehicle on long distance University business. |
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II. |
Use of a privately owned vehicle or rental vehicle on University business requires an approved
"Drivers
Authorization Form" to be on file with the UWM Risk Management Office before
the trip occurs. |
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III. |
The Travel Expense Report (TER) |
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A. |
State the daily starting point and destination on the TER. |
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B. |
Provide an explanation if in excess of normal map mileage. |
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C. |
See Official Mileage for Frequently Traveled Cities
and also Mileage Between UW System Campuses. |
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D. |
The names of employee passengers should be listed on the TER of the driver, the name of the driver should be listed on the TER of the passengers. |
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E. |
When two or more employees are going to the same destination, additional mileage required to pick up and drop off employees at their homes may be reimbursed provided it is more time/cost efficient
than from UWM. |
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F. |
Mileage rates are applicable outside the United States unless a higher mileage rate has been approved.
Higher mileage approvals should be attached to the TER |
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IV. |
Expenses Not reimbursable |
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A. |
Parking charges incurred in headquarters city resulting from daily trips from an individual's residence to the headquarters are not reimbursable. |
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B. |
Mileage between the employee's residence and assigned headquarters is not reimbursable |
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C. |
Charges for repairs, tow service, locksmith services, jump starts, lubrication, traffic citations, parking tickets, etc. are the employee's responsibility and are not reimbursable. |
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V. |
Reimbursable Expenses |
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A. |
Parking charges, tolls, etc. incurred while on authorized official business are reimbursable if incurred as a result of the job. |
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B. |
When a supervisor determines that an employee's vehicle is not required for travel to a work site that is removed from the assigned headquarters, the employee shall be reimbursed for mileage from the employee's home to an approved pickup point which is in excess of the mileage from the employee's home to the assigned headquarters. |
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C. |
Mileage between work sites is fully reimbursable. |
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D. |
For instate destinations, mileage will be calculated from employee's home or UWM,
whichever is less. |
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E. |
Travelers who live unusually long distances from UWM will be limited to $40.00 in round trip transportation to the Milwaukee Airport regardless of the day of departure or return. |
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F. |
At the employee's request, reimbursement for gasoline cost, in lieu of using the mileage rate, will be allowed provided the total claim does not exceed an amount using the lowest mileage rate that would have been allowed, and receipts are provided. |
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G. |
Employees shall be reimbursed for the use of privately owned motorcycles on University business (See
Personal Vehicle Reimbursement Rates) Subject to the following conditions: |
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1. |
Only one individual (the driver) may be transported on a motorcycle.
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2. |
Institution departments may require travel by automobile/van if the travel costs are anticipated to be less than the cost of travel by motorcycle, such as when two or more University employees are traveling to the same destination. |
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H. |
Reimbursement for use of privately owned mopeds or bicycles on University business is not authorized. |
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NOTE: Occupants using privately-owned vehicles which are being operated at UW expense must properly use safety belts any time the vehicle is in motion. |
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Questions regarding the above should be directed to the Travel Office, 6651 or
email. |
