Annual Mileage Rates
Mileage Rate 57.5 cents per mile effective 01/01/2020
Texas State’s maximum mileage reimbursement rate for travel occurring on or after January 1, 2020 is 57.5 cents per mile.
Mileage Rate 58.0 cents per mile effective 01/01/2019 - 12/31/2019
Texas State’s maximum mileage reimbursement rate for travel which occurred between January 1, 2019 and December 31, 2019 was 58.0 cents per mile.
Travelers may use their personally owned vehicle for business purposes if it is more cost effective than renting a car, taking a taxi, other alternative transportation methods, or if it saves time. Those authorized to travel via a personally owned vehicle shall be reimbursed for mileage based on the current standard reimbursement rate approved by Cabinet. Mileage shall be calculated from the traveler’s designated headquarters to duty point or common carrier and back to designated headquarters.
Coordination of travel when two or more employees are traveling to the same duty point is encouraged.
Designated headquarters is the location of the traveler's permanent work assignment. Designated headquarters other than San Marcos or Round Rock must be approved by the Vice President of Finance & Support Services. Working remotely from home does not change your designated headquarters.
The reimbursement rate is directly tied to the dates of travel.
Texas State travelers requesting mileage reimbursement may select the following options for calculating mileage:
Vehicle odometer readings, or
The documentation supporting the mileage expense must be attached for reimbursement.
The Travel Office has created a MapQuest Chart with the allowed mileage for travel between commonly used travel destinations within Central Texas. Rather than attaching the MapQuest print out for these, the Traveler may simply refer to the chart, use the miles/amount calculated and reference the MapQuest Number on the expense reimbursement report. This will eliminate the need to print, scan, and attach the documentation when traveling to these locations. Note: the amount does not include the amount of any tolls paid. Those are listed separately on the expense report and the required documentation must be attached to support the expense amount.
- The mileage rate takes into account all actual automobile expenses such as fuel and lubrication, towing charges, repairs, replacements, tires, depreciation, insurance, etc. These and other automobile expenses will not be reimbursed when a personally owned vehicle is used.
- Parking and toll expenses will be reimbursed when properly documented on the travel reimbursement. Receipts are the prime form of documentation, but you may also use the TxTag Toll Calculator.
- When two or more persons on university business share a personally owned vehicle, only the driver may claim reimbursement for mileage.
- Expenses for travel between the traveler’s residence and headquarters (commuting expense) shall not be reimbursed.
- One round trip, including parking for the duration of the trip; or
- Two round trips, including short-term parking expenses, when a traveler is driven to a common carrier.
Mileage in Lieu of Air Travel when Traveling Outside of Texas
Cost of Fuel Rate
Use "Regular Gasoline Retail Price" U.S. rate.
For your Trip Optimizer, choose the U.S. retail price provided by the U.S. Energy Information Administation's weekly fuel update.
Note: The rate approved on your travel request will be the rate applied to the dates of travel on your expense report.
EIA: Gasoline and Diesel Fuel Update
U.S. Gasoline and Diesel Fuel Retail Prices (National and Regional)