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Finance & Administration > FAPolicies > Travel > Private Vehicles  
 
Private Vehicles
 
Section:7- Travel
Policy Procedure:7-7.0
Subject:Private Vehicles
Established Date:1/1/2004
Responsible Department:Accounts Payable
  
Overview

The purpose of this statement is to provide the general guidelines for mileage reimbursement to any person in a travel status representing MUSC.

General Guidelines

Authorized travel should be made via the most economical mode of transportation, consistent with the purpose of the travel. A careful analysis of the distance, timeliness and overall cost factors of a trip should be considered. Documentation of this analysis  must be clearly stated and provided with the requisition. A comparable air quote for the same days of the week traveled, must be included for all out of state travel.  When more than one employee is traveling to the same location, the authorized number of automobiles should be limited to not more than one automobile per two people.

The mileage rate provided by law is the IRS Standard Mileage rate which can be  found at http://www.irs.gov (hint - type mileage rates in the search box).  Travel conducted with the employee's personal owned vehicle (POV) is not entitled to reimbursement for gas. Reimbursement for gas is given only when traveler uses a rental car.

Use of Private Vehicle for Travel

Specific authorization must be made prior to travel for the use of an automobile for out-of-state travel.

An employee who elects to drive his/her car for convenience when more economical modes of travel are available is entitled to reimbursement for:

  1. Mileage equal to the amount of coach or tourist airplane fare.
  2. Vicinity mileage incurred on official business in lieu of using a taxi. This mileage must be explained i.e., site visits, meetings, etc.
  3. Parking fees equal to that which would have been incurred if car had been parked at airport. Receipts are required for actual parking fees.
  4. Subsistence based on the date and time airline connections would have been made for departure and return. Any period of time exceeding these guidelines would be at the employee's expense and no subsistence could be paid.

Mileage rate

Reimbursement for transportation expenses incurred by use of personally-owned vehicles will be at the rate per mile as provided by law for actual miles traveled in the performance of official duties.  The mileage rate provided by law is the IRS Standard Mileage rate which can be found at http://www.irs.gov/ (hint - type mileage rates in the search box).

Point of Departure

Mileage between the employee's home and his or place of employment is not subject to reimbursement. However, when an employee leaves on a business trip directly from his or her home, and does not go by the employee's headquarters, the employee shall be eligible for reimbursement for actual mileage beginning at his or her residence.

Other Expenses

Tolls - Actual toll expenses may be reimbursed. A receipt should be provided when possible; if not, a written explanation should be made on the expense statement for these items.

Parking - Actual parking fees may be reimbursed. A receipt should be provided when possible; if not, a written explanation should be made on the Travel Reimbursement Voucher for these items.

  

 

 
Page last updated: 09/02/2014

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