Mileage & Ground Transportation
Report reasonable transportation costs required to reach the approved business destination or conduct University business. Select the most economical and practical transportation method based on the business need. Normal commuting between an employee’s residence and official headquarters is a personal expense and is not reimbursable.
Personal-vehicle mileage
Mileage reimbursement is based on the rate in effect on the date the mileage was incurred. Mileage rates may change over time. When mileage is entered in Concur, Concur applies the applicable reimbursement rate based on the date of travel.
The mileage rate includes gasoline, maintenance, depreciation, and personal automobile insurance. Do not claim gasoline separately when receiving mileage reimbursement.
| Effective date | Mileage rate |
|---|---|
| July 1, 2026 | $0.76 per mile |
Calculate reimbursable mileage
When traveling to a business destination, use the shorter business distance from:
- The traveler’s official headquarters to the destination; or
- The traveler’s residence to the destination.
Document the actual business route. Subtract normal commuting mileage when required.
| Situation | Reimbursement treatment |
|---|---|
| Temporary business location | Reimbursement is generally limited to the shorter distance from the residence or official headquarters. |
| Travel to an airport or common-carrier terminal | Allowable mileage may include one round trip with trip-duration parking or two round trips with short-term parking when another person drives the traveler. |
| Multiple business stops | Report the business route and total business miles. |
| Driving instead of flying for personal convenience | Reimbursement is limited to the lower of the allowable surface-travel cost or the comparable economy airfare and terminal transportation. |
| Driving required for a business reason | Explain the business reason, such as transporting equipment or reaching a location without practical air service. |
Ground-transportation expenses
| Transportation type | What to report |
|---|---|
| Personal vehicle | Business mileage at the applicable rate, plus allowable business parking and tolls. |
| Rental vehicle | Actual allowable rental cost, fuel, business parking, and tolls. Attach the rental agreement and final receipt. |
| Taxi or rideshare | Actual reasonable fare and business-related tip. Identify the business origin and destination. |
| Public transit or rail | Actual fare required for University business. Attach documentation when required. |
| Airport or hotel shuttle | Actual reasonable fare and business-related tip. |
| Parking | Business-only parking costs. Airport parking is limited to the University-business portion of the trip. |
| Tolls | Tolls incurred on the documented business route. |
| Traffic or parking citation | Not reimbursable. |
For rental selection, insurance, authorized suppliers, and accident reporting, use the Rental Vehicles page.
Personal-vehicle requirements and documentation
When using a privately owned vehicle for University business:
- Hold a valid driver’s license and maintain the legally required automobile liability insurance.
- Use a vehicle that is safe and suitable for the trip.
- Keep a daily mileage record when mileage for multiple dates is combined into one Concur expense entry.
- Retain supporting documentation for parking, tolls, or other separately reimbursable transportation expenses when required.
- Retain a written cost comparison when driving or other surface transportation is used in place of normally appropriate airfare.
- Provide an explanation and required approval for unusual or exceptional transportation expenses.
- Report any accident in accordance with University procedures.
The traveler’s personal automobile insurance is primary when a privately owned vehicle is used for University business.
Personal errands, companion transportation, sightseeing, side trips, and other nonbusiness transportation must be excluded from the reimbursement claim.
Using the Concur Mileage Calculator?
The Mileage Calculator does not eliminate the need to document mileage by date. Enter each day separately, or attach a daily mileage log when mileage for multiple days is combined into one expense line