UAF employees and volunteers sometimes use their personal vehicle to accomplish university business such as visiting local markets or stores for supplies, traveling to alternative locations to instruct or visiting other organizations in the community as a part of an outreach program. Local travel is defined as business travel occurring within a 50 mile radius of one's home or duty station. In some cases, the university will reimburse the traveler for these trips.
Local mileage rates are set in accordance with the federal rates and are updated each calendar year. Mileage for commuting from home to primary duty station is not reimbursable per IRS guidelines. Mileage is intended to cover fuel, repairs, wear and tear, etc. for the person's vehicle while it is being used for university-related work.
The Local Mileage Reimbursement (LMR) form is updated each calendar year to reflect the correct GSA rates. Please ensure the correct LMR is submitted for reimbursement.
If odometer readings are not available, an online mileage map (e.g. Google or MapQuest) of the route is required.
Email the required documents to our travel finance account for reimbursement issuance.
- A signed LMR from the correct calendar year with all fields completed
- "Document #" field
- Leave blank if no encumbrance
- Enter the encumbrance number used if one exists
- Required approvals
- The employee’s supervisor must approve mileage reimbursed with unrestricted funding
- The PI must approve mileage reimbursed with restricted funding
- If multiple LMRs are needed to capture all mileage documentation, submit a cover sheet LMR with the total number of miles, total amount
of reimbursement and funding allocation(s)
- Enter “See attached” in the Mileage Details on the cover page
- Recommend having the approver sign only the cover sheet instead each individual LMR
- Outdated, individually created or other accounting/finance forms cannot replace the LMR
- "Document #" field
- If odometer readings are not available, an online mileage map (e.g. Google or MapQuest) of the route is required
- Parking expenses are reimbursable via the LMR
- Include the parking costs on the LMR
- Attach parking receipts (required for individual expenses of $75+)
- The reimbursement is keyed as a direct pay using the next available invoice number unless funds are encumbered
- Submitted documents are stored in OnBase under the TA number
The 20xx travel account codes are no longer valid except for 2006. Local mileage falls under the 21xx series if not 2006.
- Assign a TA number to the employee’s local mileage for the fiscal year
- Please assign
- One employee per TA number
- One TA number per fiscal year
- A paper TA is not required for reimbursement, but departments can still use one for internal calculation, approvals or tracking purposes
- Please assign
- Encumber the funds once approved
- When submitting the LMR
- Either on the LMR or clearly in the email, indicate if it is a partial or final payment from an encumbrance
- If not indicated, the reimbursement is keyed as a final which closes the encumbrance
- The TA number ("Document #"), fund, org, account code and vendor ID on the LMR must
match the corresponding information on the encumbrance
- OFA cannot change these fields in Banner when keying the payment
- If there are discrepancies between the encumbrance and LMR, OFA will hold the reimbursement request until those discrepancies are corrected by the department
- Vendor field can remain blank on the encumbrance; OFA can enter a vendor ID if this field is blank
- The reimbursement is keyed from the encubrance using "T<number>A" (B, C, D, etc.) as the document number
- (10)(f)(5) [...] When mileage rates are claimed, they cover all the traveler transportation costs. Fuel costs are not to be claimed in addition to the standard mileage rate. Supporting backup when claiming mileage rate requires odometer readings or an online mileage calculation (such as Mapquest or Google maps).
- (15)(l) Travel around duty station or local mileage reimbursement may be made through petty cash.