Business miles driven on or after 01/01/2013 will be reimbursed as follows:
Transportation expenses between home and regular place of work are personal commuting expenses and are not reimbursable. Mileage should be calculated from/to the regular workplace (e.g., the downtown Dayton campus, Englewood Learning Center, Huber Heights Learning Center or the Courseview Campus Center). All intermediate destinations must be shown.
MapQuest is used to audit reimbursement requests. Mileage in excess of the standard mileage calculated by MapQuest must be explained on the Monthly Auto Mileage Expense Report. The accepted mileage for most destinations can be obtained by calling Accounting Services, ext. 3027.
To receive reimbursement, the employee must
- Fill in all requested information.
- Compare mileage to MapQuest and provide any necessary explanations.
- Attach pertinent receipts.
- Sign the form.
- Forward the form to the supervisor.
The reimbursement check will be sent to the employee's home address.
If the employee chooses to drive and the trip is over 400 miles one-way, either the actual cost of driving or the cost of flying, whichever is lower, shall be the maximum amount reimbursed. Driving expenses include not only mileage reimbursement but also the cost of additional night’s lodging and meals while in route and parking at the hotel. Costs in determining flying expenses consist of the lowest coach airfare and taxi/limo cost to and from the airport. Other known factors may also be considered in determining which form of transportation is less expensive, such as the cost of shipping material to the conference site. (See the preceding Section B. for mileage reimbursement amounts.)