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Mileage

Overview

Travelers may use their personally owned vehicle for business purposes if it is more cost effective than renting a car, taking a taxi, or other alternative transportation methods, or saves time. Those authorized to travel via a personally owned vehicle will be reimbursed for mileage based on the current standard reimbursement rate approved by Cabinet. Mileage is calculated from the traveler’s designated headquarters to duty point or common carrier and back to designated headquarters.

When two or more employees are traveling to the same duty point, coordination of travel is encouraged.


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  • Annual Mileage Rates

    • Texas State's maximum mileage reimbursement rate for travel occurring on or after January 1, 2022 is 58.5 cents per mile.

    • Texas State's maximum mileage reimbursement rate for travel which occurred between January 1, 2021 and December 31, 2021 was 56 cents per mile.


  • 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

    • MapQuest.

    The documentation supporting the mileage expense must be attached for reimbursement.

  • Below is a MapQuest Chart with the mileage for travel between commonly used destinations within Central Texas. Instead of attaching a MapQuest page, travelers may simply refer to the predetermined miles/amounts and reference the MapQuest number on the Expense Report. This will eliminate the need to attach mileage documentation for these locations. Please note, the amount does not include tolls paid, which are listed separately on the Expense Report. Documentation must still be attached to support toll expenses.

    1. 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.
    2. 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 Tollsmart Calculator. For guidance, please review the Tollsmart Calculator Procedures.
    3. When two or more persons on university business share a personally owned vehicle, only the driver may claim reimbursement for mileage.
    4. Expenses for travel between the traveler’s residence and headquarters (commuting expense) shall not be reimbursed.
  • When a traveler is authorized to drive a personally owned vehicle to or from a common carrier terminal, mileage may be reimbursed as follows:
    • 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.
  • Travelers may request a mileage reimbursement for personal reasons even though air travel is the appropriate form of transportation, if such costs shall not exceed the cost of airfare.

    Airfare cost is based on the lowest regular coach fare available, plus transportation costs to and from the airport and estimated parking fees incurred, had the traveler opted to travel by air. The regular coach fare must be obtained from the university’s designated travel agency.

    To support the reimbursement, travelers should use the T-1 Transportation Cost Equivalency form provided on our Forms page.

  • 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 Administration'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.