Personal Vehicle Guidelines

Mileage rates* are set annually on January 1st in accordance with IRS regulations. The university reimburses for mileage and tolls between PSU or the traveler’s home (whichever is less) and the destination. Private cars used for university business should be covered adequately by the owner for public liability insurance protection.

If a PSU traveler elects to drive to a location with available air or rail service, reimbursement will be limited to an amount not to exceed the lowest airfare/rail fare available plus the usual cost of transportation to and from the airport and parking at an airport other than Manchester.

Effective 7/1/11 – As  mentioned in the FY12 Budget Update campus communication dated June 24, 2011, regarding cost reduction initiatives – PSU is reducing the personal mileage reimbursement rate from the current IRS maximum of $.51/mile to $.41/mile.  This should lower departmental costs but still provide a fair level of reimbursement if using a personal vehicle on university business.

The PSU Fleet mileage rate will also be reduced to $.41/mile in an effort to minimize departmental costs and increase fleet usage.  As you know, we use fuel efficient vehicles which average 43-45 miles per gallon of gas.  The campus would like to see higher utilization of the fleet program which is necessary to offset the lower per mileage rate.

These changes are the direct result of the challenging budget situation for FY12 and beyond.  The goal of the changes is to provide departmental budget relief as an offset to the planned budget reductions to non-personnel expenses.  While this action will not completely fill the gap, it is part of an overall strategy to fill the budget gap and be able to maintain appropriate service levels.

Reimbursement for lodging and meals one day prior and one day after the conference dates will be allowed.

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