The University will reimburse travelers the standard Internal Revenue Service (IRS) mileage allowance (see current rate). This mileage rate covers all automobile expenses such as fuel, maintenance, towing, repairs, tires, depreciation, and insurance.

• In addition to the standard mileage allowance, necessary and reasonable charges for the following automobile-related expenses are allowed: tolls, parking, and fees for ferries, bridges, tunnels, etc.
• Non-reimbursable expenses include: car repairs, towing, storage, traffic violations, fines, and/or citations.
• No reimbursements are allowed for any costs or damage to the vehicle or vehicle contents caused by accident, vandals, theft or natural phoneme.
• If two or more employees travel in the same vehicle, only the employee who owns the vehicle can be reimbursed.
• Travelers will be reimbursed for mileage based on the Household Good’s Carriers’ Bureau Mileage guidelines used by the Controller’s Office Travel section. The most direct route is considered the shorter distance from the traveler’s home or Amherst to the destination point. If there is a deviation from the rate, justification must be noted on the Expense Report.
• See the Flat Rate Mileage Allowance chart.

 

PERSONAL AUTOMOBILE INSURANCE

The University does not provide insurance coverage for employees operating a privately owned vehicle. The owner/driver is solely responsible for automobile insurance coverage.  The owner/driver will be responsible for any damage caused to third party property and any damage to the employee’s own vehicle, regardless of fault.

 

COMMUTING EXPENSES

Commuting between an employee’s home and permanent place of work is not a reimbursable expense.

• If an employee is temporarily relocated at the request of the University, and must travel back to the University for business reasons, actual mileage will be reimbursed based upon the approved mileage rate.