Mileage Reimbursement Calculation

In accordance with the State Comptroller of Public Accounts travel guidelines, effective January 1, 2010 the following changes will be implemented in regard to mileage reimbursements for all HSC employees:

• The Texas Mileage Guide will no longer be available for calculating mileage reimbursements. State employees will calculate the number of miles traveled by using one of the two methods listed below:


1. MapQuest.com.  This will be the institutional online mapping source for mileage calculations submitted for reimbursement and the preferred institutional method.  Please provide the mileage print out with point-to-point mileage as your backup documentation for reimbursement.

Or

2. Vehicle odometer reading. A state employee may use vehicle odometer reading to track mileage.  If the odometer reading is used to determine the number of miles between points, the supporting documentation must include a point-to-point mileage itemization.


• Effective January 1, 2013, the new mileage reimbursement rate for travel $0.565 per mile. The new rate is consistent with the rate adopted by the Internal Revenue Service.
• For additional information, please refer to:
• Business Affairs Bulletin No. 01 - FY2013.
• OR, Texas Comptroller of Public Accounts - Travel Reimbursement Rates.
• Consideration of alternate routes taken may be given as a result of employee safety concerns when determining an employee’s mileage reimbursement.

**Please note that all backup documentation should include point-to-point mileage itemization for reimbursement to be processed with either method used above**

If you have any questions or concerns, please contact Virginia Rojas in the Office of Accounting at 2-6261 or rojas@uthscsa.edu.