Policy/Procedure: 201.B Fleet Vehicles vs. Privately Owned Vehicles Including Mileage, Parking, and Gas
Date: 02/21/05 (Updated 12/05/2011)

I. Statement of Policy

A. Driving a Fleet Vehicle

If you are a new employee or have never driven a fleet vehicle, you will need to be authorized to drive by the Office of Risk Management. Please refer to the Risk Management website regarding driver authorization guidelines and forms.

Remember that you must be listed on the website in order to even reserve a vehicle, so advance planning is advisable.

B. Mileage Reimbursement Rates for Use of a Privately Owned Vehicle

Break-even mileage for the Madison campus is 300 miles, which means if the round trip mileage is 300 miles or less per trip the traveler may receive $0.485 per mile. If the round trip is over 300 miles, and the traveler takes his/her privately owned car the reimbursement is only $0.352 per mile. To receive $0.485 per mile reimbursement for round trips over 300 miles, attach non-availability slips from both the UW Car Fleet Office and the DOA Car Fleet Office.

An additional 1¢ per mile may be reimbursed to an employee for the use of a personal vehicle when used as an emergency vehicle, or when the installation of special equipment is required, such as the pulling of trailers, or under conditions which cause excessive wear or depreciation.

An additional 1¢ per mile may be reimbursed to an employee for transporting two or more passengers in addition to the driver in a privately owned vehicle, provided the passengers are also engaged in UW business. The names of employee passengers must be listed on the expense report of the driver when seeking reimbursement in excess of the standard reimbursement rate.

An additional 4¢ per mile may be reimbursed to an employe when a privately owned vehicle is operated off the roadway (construction areas, etc.).

Persons with disabilities who use a privately owned, specially equipped van on UW business, shall be reimbursed at the rate of $0.66 per mile. When a state-owned van, specially equipped for disabled employees is available, the reimbursement rate shall be $0.61 per mile unless a certification of non-availability is provided or blanket approval has been granted under the ADA procedures. Please contact your Human Resources area for information on ADA accommodations.

Employees may be reimbursed for the use of privately owned motorcycles on UW business at the rate of $0.285 per mile. Only one individual (the driver) shall be transported on a motorcycle. Reimbursement for use of privately owned mopeds or bicycles is not authorized.

C. Additional Information for Use of a Privately Owned Vehicle

Charges for repairs, tow service, locksmith services, jump starts, lubrication, traffic citations, parking tickets, etc., are the employe's responsibility and are not reimbursable.

The daily originating location and destination location should be stated on the expense report. An explanation must be provided for mileage in excess of normal map mileage. Travelers using rented or fleet vehicles may not claim mileage.

When a supervisor determines that an employee's vehicle is required for travel to a work site other than the permanent work site, the employee shall be reimbursed for mileage from home to the work site or the assigned headquarters to the work site, whichever is less.

When the supervisor determines that an employee's vehicle is not required for travel to a work site removed from the assigned headquarters, the employee shall be reimbursed for mileage from the employee's home to an approved pickup point which is in excess of the mileage from the employee's home to the assigned headquarters. However, mileage between work sites is reimbursable.

Mileage between the employee's residence and assigned headquarters is not reimbursable except on days when the employee also uses the automobile for transportation between a commercial transportation terminal (air, train,or bus) and the office for an official trip, and provided the mileage cost is less than taxi fare between office and the terminal, including allowable tip.

Round-trip mileage between the employee's home and airport to drop off and pick up the employee on both the day of departure and day of return is allowable when the total mileage cost does not exceed the cost of one round-trip mileage between office and airport plus airport parking cost that would have been incurred had the employee left the vehicle at the airport.

When two or more employees are going to the same destination, additional mileage required to pick up and drop off employees at their homes may be reimbursed provided it is more time/cost-efficient for the UW.

D. Gas

At the employee's request, reimbursement for gasoline cost in lieu of using the mileage rate will be allowed if the total claim does not exceed the mileage rate that would have been allowed. Receipt required for expenses claimed in excess of $25.00.

E. Parking

Parking charges incurred at the employee's permanent work site are not reimbursable. Other parking charges, tolls, etc., incurred while on authorized official business are reimbursable. Receipts required for parking claims in excess of $25.00.

II.Related Policy/Procedure

III. UW Madison Links

IV. Contacts

Dean/Director’s Business Office may e-mail uwtravel@bussvc.wisc.edu with questions.

Travelers and departmental staff should contact their respective Dean/Director’s Business Office for policy or procedural questions.

Who should know this policy?

Deans, Directors, employees who travel and staff who prepare travel reimbursements.


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