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USING YOUR OWN CAR


Persuant to Code HR 2007-20:

"Standard business mileage reimbursement rate is increased to 50.5 cents per mile effective January 1, 2008."

Link to MAPQUEST.COM© for estimating mileage.
•
 When can I use MY car?
 
1.
 Employees may use private vehicles on official State business when authorized by the University for a purpose approved by the University.
 
2.
 Prior to using your car for State business, you must fill out the Authorization to Use Privately Owned Vehicle form. You must initial and date this form annually to insure that it is current. This form certifies that proper insurance and safety factors are in effect.
 
3.
 The supervisor shall verify that there is a completed form on file before signing a Travel Expense Claim Form for that employee.
•
How much will I be reimbursed for mileage?
 
1.
 The allowance is $0.505 (50.5 cents) per mile with or without certification.
 
2.
 The IRS requires that the State Controller report as income all reimbursements that exceed $0.505 (50.5 cents) per mile.
 
3.
 Employees who are reimbursed in excess of the standard mileage rate may file IRS form 2106, (Employee Business Expenses), with their tax return to deduct business-related expenses.
•
What if my vehicle is specially equipped due to physical disability?
 
1.
 You may claim up to $0.52 per mile with certification as follows: "I CERTIFY THAT THE ACTUAL COST OF OPERATING MY VEHICLE IS EQUAL TO OR GREATER THAN THE RATE CLAIMED".
•
Do I have to fill out a Request for Approval of Travel?
 
1.
 Yes. If you will not be submitting a claim, or be submitting mileage only, the form will be retained in your department. If you are submitting a claim for travel expenses, forward the Request for Approval of Travel form to the Accounts Payable department, (Mail Drop 8202). Don't forget to include your vehicle license number!
•
What if I am involved in an accident?
 
1.
 An accident involving a privately owned vehicle must be reported on Form STD 270 and the report will be clearly marked Privately Owned Vehicle Involved.
 
2.
 If the employee submits a claim for repairs, the fifth copy of Vehicle Accident Report Form STD 270 (Green), must be included with the Travel Expense Claim Form.
 
3.
The Supervisor must take the following actions, in addition to those prescribed in SAM Section 2442:
 

 

 
a.
 Investigate each accident promptly and thoroughly.
b.
 Prepare a Supervisor's Review of State Driver Accident, STD Form 274, or an equivalent report.
c.
 Initiate any appropriate corrective action, and record it in department personnel records.
d.
 Forward copies of the completed form as directed by campus administration.

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Can I be reimbursed for repairs to my car?
 
1.
You may be allowed reasonable reimbursement for repairs if your car is damaged under the following conditions:
   
a.
 The damage occurred while the vehicle was being used on official State business with the permission or authorization of the employing campus.
b.
 The vehicle was damaged through no fault of the employee.
c.
 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.
d.
 The amount of the loss claimed does not result from the decision of an employee not to maintain collision coverage.
e.
 The claim is processed in accordance with proscribed procedures.

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