Georgia Perimeter College Business Procedures Manual

Travel by State Owned and Personal Vehicle

General Provisions 

Employees are encouraged to utilize college-owned vehicles, if available, for travel within the state of Georgia, and when appropriate for travel outside the state. However, if college-owned vehicles are not available, employees may use personal vehicles. Institutions may reimburse employees for the mileage incurred during the employee’s business use of a personal vehicle.  

The mileage reimbursement encompasses all expenses associated with the operation of a personal motor vehicle, with the exception of tolls and parking expenses, which are reimbursed separately.

Use of College-Owned Vehicles

Employees traveling in college-owned vehicles (from the college motor pool) should purchase fuel using the state contracted fuel program credit card at fuel program network fuel stations.

Use of Personal Motor Vehicles

The following rates should be used for mileage reimbursement for personal vehicles.

Note: Mileage rates are changed only upon notification from State Accounting Office/Office of Planning and Budget via revisions to this policy; new rates should not be applied based solely on U.S. General Services Administration updates.

For travel on or after January 1, 2011, reimbursement rates for the business use of personal motor vehicles are as follows: 

1.   Tier 1 Rate. When it is determined that a personal motor vehicle is the most advantageous form of travel, the employee will be reimbursed for business miles traveled as follows:

  •                 Automobile: $0.51 per mile

  •                 Motorcycle: $0.48 per mile

  •                 Aircraft: $1.29 per mile  

2.   Tier 2 Rate. If a government-owned (institution-owned or DOAS motor pool, for employees in the vicinity of Capitol Hill) vehicle is available, and its use is determined to be most advantageous to the state, OR if it is determined (through institution policy or otherwise) that a rental vehicle (Enterprise Rent-a Car contract) is the recommended method of travel, but a personal motor vehicle is used, the employee will be reimbursed for business miles traveled at the rate of $0.19 per mile.  

3.   Tier 3 Rate. This rate is no longer applicable. 


Any reimbursement of mileage claims paid to an employee in excess of rates stipulated in this policy must be refunded to the State or characterized as taxable compensation to the employee.


Determination of Business Miles Traveled
 

Employees may be reimbursed for the mileage incurred from the point of departure to the travel destination, as noted below.  

  1. If an employee departs from home campus, mileage is calculated from home campus to the destination point.
  2. If an employee departs from his/her place of residence, mileage is calculated from the place of residence to the destination point, with a reduction for normal one-way commuting miles.  For the return trip, if an employee returns to the home campus, mileage is calculated based on the distance to such home campus.
  3. If an employee returns to his/her residence, mileage is calculated based on the distance to the residence, with a reduction for normal one-way commuting miles. 

The initial point of departure during an employee's normal workweek shall be the place of residence or home campus, whichever is nearer the destination point. The initial point of departure on weekends or holidays, however, should be the individual's actual point of departure. Employees should attempt to travel together when appropriate.

 

Exceptions include:  

  1. If travel occurs on a weekend or holiday, mileage is calculated from the point of departure with no reduction for normal commuting miles.  
  2. If an employee utilizes state-sponsored transportation alternatives (e.g. MARTA), for which payments have been made for the period of time the employee is on travel status, the “normal commuting mileage” should be calculated as the mileage from the employee’s residence to the boarding site of the alternative transportation method. 
  3. If an employee does not regularly travel to an office (home campus) outside of his/her place of residence (i.e., residence is “home campus”), the requirement to deduct normal commuting miles does not apply. 

Note:  This exception does not apply to those operating under the institution’s telework policy.  

Employees may also be reimbursed for business miles traveled as follows:

  •                 Miles traveled to pick up additional passengers,
  •                 Miles traveled to obtain meals for which employee is eligible for reimbursement, or
  •                 Miles traveled to multiple work sites.

Some examples to clarify these mileage rules follow: 

  1. Employee’s normal commute is 15 miles one way. Employee is required to travel to job site 40 miles from home campus. Employee drives to home campus, then to remote site, then back to home campus before returning home. Employee’s business miles traveled are 80 miles.  
  2. Employee’s normal commute is 15 miles one way. Employee is required to travel to job site 18 miles from home campus. Employee drives to home campus, then to remote site, then home, which is 19 miles from remote site. Employee’s business miles traveled are 22 miles, as follows: from home campus to remote site, 18 miles; from remote site to residence, 19 miles minus 15 miles one-way normal commute. 
  3. Employee’s normal commute is 15 miles one way. Employee leaves from home to attend a conference 200 miles from the employee’s residence. At the conclusion of the conference, the employee returns directly home. Employee’s business miles traveled are 370 miles (400 actual miles traveled minus 30 round-trip commuting miles).  
  4. Employee’s normal commute is 15 miles one way. Employee leaves from home campus on Monday for a remote work site 150 miles from home campus. Employee acquires lodging 5 miles from remote work site. Employee returns to home campus on Friday. Employee’s business miles traveled are 340 miles, as follows: from home campus to remote site, 150 miles; from remote site to lodging on Monday, 5 miles; from lodging to remote site and back to lodging Tuesday – Thursday, 10 miles each day (30 miles); from lodging to remote site on Friday, 5 miles; from remote site back to home campus, 150 miles.

 

Campus Mileage 

An employee travelling on required College business will be reimbursed for local mileage provided these miles are in excess of the daily commute between place of residence and home campus. It is not necessary to include odometer reading on campus-to-campus mileage. Claims for local mileage must show points visited and the return location. A point-to-point and purpose of trip explanation is required. 

Employees cannot claim mileage if the trip is part of their normal daily commute.  For example: 

If an employee lives in Clarkston and his/her home campus is Decatur, he/she cannot claim mileage from Decatur to Clarkston or vice versa if the trip is at the beginning or end of the day. 

Reimbursement for local campus travel will be limited to the following:

Between Alpharetta and…

Clarkston

30

Decatur

37

Dunwoody

14

Lakeside

24

Newton

63

Between Clarkston and…

Alpharetta

30

Decatur

10

Dunwoody

13

Lakeside

4

Newton

40

Between Decatur and…

Alpharetta

37

Clarkston

10

Dunwoody

22

Lakeside

13

Newton

35

Between Dunwoody and…

Alpharetta

14

Clarkston

13

Decatur

22

Lakeside

9

Newton

51

Between Lakeside and…

Alpharetta

24

Clarkston

4

Decatur

13

Dunwoody

9

Newton

43

Between Newton and…

Alpharetta

63

Clarkston

40

Decatur

35

Dunwoody

51

Lakeside

43

 

Prohibited Mileage Reimbursements  

Employees are not entitled to mileage reimbursement for:  

  • Travel between their place of residence and their home campus, or

  • Personal mileage incurred while on travel status.


Reimbursement for Parking Fees and Tolls
 

Institutions also may reimburse employees who incur parking and toll expenses while on official travel for the institution. These expenses are reimbursable for travel in both state-owned and personal vehicles.  

While there are no maximum limits for parking, employees are encouraged to utilize low-cost, long-term parking to minimize the cost.  


Required Documentation of Mileage, Parking, and Toll Expenses
 

All requests for reimbursement of mileage, parking, and toll charges must be documented on the employee travel expense statement.  

Personal/commuting mileage is excluded to determine the actual state-use miles. Employees should claim mileage based on the most direct route from the point of departure to the destination. Deviations from the most direct route (i.e., due to field visits, picking up passengers, etc.) should be explained on the travel expense statement.  

Requests for reimbursement of parking fees and tolls paid should also be recorded on the travel expense statement. Employees are expected to obtain receipts for these expenses. If it is not possible to obtain a receipt, then a written explanation should be included on the expense statement.  

Employees who share a state-owned or personal vehicle with another employee and do not claim reimbursement for mileage should indicate the name of the person they rode with and the dates of the trips on the travel expense statement.  

Instances in which employees utilize state-owned aircraft should also be noted on the travel expense statement.