Personal Vehicle Use

JMU Financial Procedures Manual Subsection .334 of the Travel Procedure (Section 4215)

.334 Personal Automobiles

University employees may use personal automobiles when traveling on Official University business. The University usually considers a personal automobile cost beneficial for occasional travel planned for distances up to an average of 100 miles per day.

Campus visitors, such as consultants and speakers, University Board of Visitors members and certain prospective employees may be reimbursed for all personal vehicle mileage at the maximum mileage reimbursement rate.

.334.1 Current Mileage Rates

Current Mileage Rates are available in an online table. Travelers who do not have access to the Network may call the Office of Accounts Payable for mileage rates.

To receive the higher mileage reimbursement rate for personal vehicle mileage exceeding an average of 100 miles per day per trip, the employee must request the University Transportation Manager to certify that one of the following apply:

  • A State-owned vehicle/OFMS rental is not available or accessible.
  • It is in the interest of the University to use a personal vehicle.
  • The use of a personal vehicle is cost beneficial to the State.

The employee must submit a cost/benefit analysis and a completed Personal Vehicle Use Form (PVUF) to the Transportation Manager. In preparing the cost/benefit analysis, the employee should consider all cost associated with getting, parking, operating and returning a State-owned vehicle, to the cost of operating a personal automobile. Refer to Facilities Management Website @ http://drive.facmgt.jmu.edu:81/cars/index_html for instructions and forms on obtaining necessary certification. A Personal Vehicle Use Form, approved by the Transportation Manager, must be attached to the Travel Expense Reimbursement Voucher in order to receive the higher mileage rate.

If the higher mileage rate is used for reimbursement, the traveler's Senior Vice President, or Associate/Assistant Vice President, Dean, or Associate/Assistant Dean, Director that reports directly to the VP, must sign as approval the Travel Expense Reimbursement Voucher.

Employees electing to use their personal vehicle as a matter of convenience for trips exceeding an average of 100 miles per day will be reimbursed for mileage at the reduced rate.

The Personal Vehicle Use Statement at the top of the Travel Expense Reimbursement Voucher should be checked appropriately when the traveler is a state employee.

.334.2 Mileage versus Air Costs

When travel is by personally-owned automobile, the total of the expenses reimbursed, including meals and lodging, should not exceed the total cost of the trip using the most economical public air transportation available, also including meals and lodging. The traveler's Senior Vice President, or Associate/Assistant Vice President, Dean and Associate/Assistant Dean may grant exceptions to this policy when justified. Comparative statements must be attached to the travel voucher for reimbursement.

Personal Vehicle Mileage Rates

The following chart provides the current and future(Effective January 1, 2009) mileage rates for the use of personally-owned vehicles for approved University travel for the first 15,000 miles in a fiscal year. Refer back to Subsection .334 of the Travel Procedure (Section 4215) for additional information.

REASON FOR USE OF PERSONAL VEHICLE RATE PER MILE
100 miles or less average per day per trip .55 effective 1/1/09
.585 until 12/31/08
Use of Personal Vehicle is Cost Justified or a State owned vehicle is not available.(Must be certified by Transportation Supervisor) .55 effective 1/1/09
.585 until 12/31/08
Traveler elects to use Personal Vehicle. .246
Use of Personal Vehicle is not Cost Justified. .246
Mileage Exceeds 15,000 miles in a fiscal year. .13

Personal Vehicle Use Form