Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

TRAVEL
95.11
Revised 10-09
Travel Services
335-2034

Privately-Owned Motor Vehicles

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USE

Normally, the use of a privately-owned motor vehicle is based upon University-related requirements rather than the personal preference or convenience of the traveler. (SAAM 12.20.50)

A WSU traveler may use a privately-owned motor vehicle for official University travel when:

NOTE: When transportation on a scheduled airline is available, tourist-class air fare is the maximum amount which is reimbursed regardless of the mode of transportation actually used. See also 95.07.

REQUIREMENTS FOR DRIVERS

See SPPM S35.10.

ACCIDENT REPORTING

See SPPM S35.30.

REIMBURSEMENT

All claims for personal vehicle mileage are for travel that is both critical and necessary for University business. (SAAM 10.50.25.b)

Complete a Travel Expense Voucher to obtain reimbursement for mileage expense (see 95.20). See 95.19 for the current private motor vehicle mileage rate.

Figuring Mileage

Departments may use maps, highway guides, or actual odometer readings to determine mileage.

Maps and Guides

To figure in-state mileage, use the highway mileage chart on the Washington State Department of Transportation's Mileage Chart website, at:

http://www.wsdot.wa.gov/Publications/HighwayMap/Mileage/default.htm

Use standard highway mileage guides for out-of-state mileage. If maps or guides are used to determine point-to-point mileage, vicinity miles as determined by odometer readings must be shown on the Travel Expense Voucher as a separate figure for each day's travel.

Odometer Readings

Departments may elect to reimburse either in-state or out-of-state mileage, or both, on the basis of actual odometer readings. Enter the total daily mileage under the Point-to-Point column on the Travel Expense Voucher. Indicate under Travel Details that the mileage is based upon odometer readings.