Travelers may also use their own personal vehicle when a motor pool vehicle is not available or when it is more advantageous or economical to the university to use a privately owned vehicle. Travelers are reimbursed for vehicle miles only. Mileage may be claimed by using maps, highway guides, or actual odometer readings to determine mileage. Access to the Mileage calculator for traveling within Washington state or anywhere in the United States and Canada.
If you drive your own car on University business, you are reimbursed the applicable rate for each mile driven. If the traveler wants reimbursement for the amount of actual gas receipts, the business center is required to convert that to the amount of miles traveled, which most often is an amount less than reimbursement for the actual miles driven.
If you choose to drive your own car instead of flying, you are reimbursed the applicable rate for each mile driven up to the state contract airfare (if there is no contract fare, the lowest available coach fare) for the same trip.
- Compute the mileage as described above.
- You may also receive per diem during the first 24 hours for driving to and from the business destination. Use the per diem for the location where you sleep.
You are responsible for your own car insurance. If you are in an accident, your insurance is the primary coverage.
Daily commute transportation expenses between the traveler’s official residence and official duty station is a personal obligation of the traveler and is not reimbursable by the state. All other miles driven on official state business are reimbursable.
- Working during hours or days that the employee is not normally scheduled to work does not entitle the employee to reimbursement for transportation mileage expenses incurred between their official residence and their official duty station.
- When an employee is assigned to work at more than one location within their official duty station, they may be reimbursed only for the local miles driven between the work locations.