R25-7-16. Reimbursement for Mileage

(1) A traveler may be reimbursed for mileage when using a private vehicle. (2) A traveler may be reimbursed one of two mileage rates as selected by the agency's commissioner: a calculated mileage rate rounded to the nearest cent based on the average of the two federal mileage automobile rates or the federal mileage automobile rate labeled, "If use of privately owned automobile is authorized or if no government-furnished automobile is authorized and available," as explained in 41 CFR 301-10.303 (2004). (3) A traveler is not reimbursed for mileage that is for personal use, such as driving to a restaurant or movie theater. (4)(a) A traveler shall use the state's travel system to calculate mileage. (b) If unable to use the state's travel system, the traveler may calculate mileage using a generally accepted route planning website. The traveler is reimbursed based on the most commonly traveled route. (5) Only the owner of the vehicle may be reimbursed for mileage regardless of the number of people in the vehicle. (6)(a) A traveler may choose to drive their personal vehicle instead of taking a flight if the request is approved in writing by the commissioner or designee before the traveler departs. (b) The commissioner or designee shall consider whether the reimbursement cost for the traveler's mileage and time driving is more than the cost of flying and whether the benefit of driving justifies those costs. (7)(a) Over 50 Miles: Travelers residing more than 50 miles from their administratively assigned office may be reimbursed for taxable commute mileage at the commissioner's discretion. (b) Within 50 Miles: Travelers residing within 50 miles of their administratively assigned office are ineligible for commute mileage reimbursements. If allowed by agency policy, a traveler may be reimbursed for taxable commute mileage if they are required to commute more than one-round trip in a day.