Travel & Mileage

Mileage Reimbursement for Personal Vehicles

Students, faculty, or staff can request mileage reimbursement for business travel using personal vehicles, but not for fuel (gas) costs. Reimbursement, which covers vehicle depreciation, is available through SBC funding and is limited to personal vehicle use for club-related transportation. The SBC reimburses 25% of the total miles driven using the standard mileage rate, which may change annually. Reimbursement for non-personal vehicles used for club transportation is evaluated on a case-by-case basis.

To request mileage reimbursement, create a mileage tracking receipt using MapQuest, Google Maps, or Apple Maps, and upload it to the Financial Reimbursement Form (FRF) on WesNest. Your documentation must show the destination and actual mileage traveled. Reimbursement will not exceed the cost of the lowest available alternate transportation, such as train or airfare.

Federal Mileage Rate

The federal mileage rate can change annually or intermittently. For accuracy, check the current rate each term. The rate for fiscal year 2023 is provided as an example; the current rate can be found on the IRS website.

Instructions for Creating a Mileage Receipt

1. Use a GPS mapping application (e.g., MapQuest, Google Maps, Apple Maps) to determine the mileage between your start and end points.
2. Screenshot the mileage information and calculate:
   • Round-trip miles by multiplying the mileage by 2.
   • The total reimbursement amount by multiplying round-trip miles by the current IRS mileage rate, and include this on your document.
3. Indicate the approved partial reimbursement amount by SBC for each driver.
4. Duplicate the document as needed for the number of drivers.
5. Complete a separate FRF for each driver seeking reimbursement.