Mileage

*Sales Funds are being audited by the State Auditors, so they must be treated as a state account.

• Local Funds
  • All reimbursements are subject to department head or designee approval.
  • The mileage reimbursement rate for the use of a personally owned vehicle while conducting official state business is based on the rate in effect on the date(s) of travel.
  • The distance may be calculated by using the Comptroller’s Mileage Guide
    (http://www.window.state.tx.us/comptrol/texastra.html). This mileage is the shortest distance between two cities and encompasses the entire city. The Mileage Guide also includes out of state mileage to the states that surround Texas.
  • The traveler can be reimbursed for the actual mileage by documenting the duty points and the beginning and ending odometer readings. Physical addresses are no longer required on local funds.
    • Example:

      Beginning Odometer Reading: From College Station, Headquarters To IBT in Houston To TAMUG in Galveston Return to College Station.	12,345.5
      Ending Odometer Reading:	12,630.2
      Total Miles:	284.7

      
      
• State Funds
  • The mileage reimbursement rate for the use of a personally owned vehicle while conducting official state business is based on the rate in effect on the date(s) of travel.
    
  • Each Unit has the option of reimbursing at a rate less than the current rate per mile. The Unit must notify affected individuals in writing about the lower rate before it is implemented.
  • The distance may be calculated by using the Comptroller’s Mileage Guide
    ( http://www.window.state.tx.us/comptrol/texastra.html ).This mileage is the shortest distance between two cities and encompasses the entire city. The Mileage Guide also includes out of state mileage to the states surrounding Texas.
  • The traveler can be reimbursed for the actual mileage by documenting the odometer reading point to point with a physical or descriptive address of the duty points.
    • Example:

      Beginning Odometer Reading:	12,345.5
      From College Station, Headquarters - Bizzell
      To IBT in Houston – 2121 Holcombe	12,438.7
      To TAMUG in Galveston – 200 Seawolf Parkway	12,490.2
      Return to College Station.
      Ending Odometer Reading:	12,630.2
      Total Miles:	284.7

  • Coordination of travel must occur when two, three, or four state employees employed by the same state agency travel on the same dates with the same itinerary to conduct the same official business.
• Out of State Mileage - Local
  • Mileage can be calculated by either using the Comptroller’s Mileage Guide or the beginning or ending odometer readings.
• Out of State Mileage - State
  • Mileage can be calculated by either using the Comptroller’s Mileage Guide or the the point to point odometer readings.
• Map Programs
  • For Local or State Funds the internet map programs can only be used as a comparison. They cannot be used to calculate the mileage distance.
• Mileage Rate Table
  

  FY2007	$ 0.445	State and Local Funds
  9/1/07 - 12/31/07	$ 0.485	State and Local Funds
  1/1/08 - 6/30/08	$ 0.505	State and Local Funds
  7/1/08 - 12/31/08	$ 0.585	State and Local Funds


Note: When a travel rate becomes effective, that rate will apply to all travel occurring on or after the effective date and will remain applicable until the effective date of a new rate. Travel reimbursements will be based on the rate in effect on the date (s) of travel.

• Mileage Between Residence and Duty Point
  • Before or during work hours, mileage cannot exceed the mileage from place of employment.
  • On the return trip, mileage can be to the residence if the return time is after working hours. Otherwise it cannot be more than to the place of employment.
• Mileage Between Residence and Airport
  • If travel occurs during working hours, mileage may not exceed the mileage from place of employment.
  • The latest time for check-in for a flight determines whether travel to airport occurs during working or non-working hours.
  • If the time the return flight lands is after working hours then mileage may be claimed to residence. If return flight lands during working hours the mileage cannot be reimbursed for more than to place of employment.
• Links
  • State of Texas Mileage Guide
  • Locations listed in the Texas Mileage Guide
  • Airports and Facilities listed in the Mileage Guide
  • Rand McNally Mileage Guide
  • MSN Maps