Please note that starting November 1, 2013 the following is required when choosing to use a personal vehicle for a round trip of over 100 miles:
New York State policy requires that the least expensive mode of
transportation be utilized for University-related travel. Travelers may opt to use a personal vehicle, common carrier or rental vehicle but are responsible to compare costs.
Mileage Rates for authorized use of Personal Vehicle
Please use the following rates for authorized business travel:
For business travel between Jan 1 and Dec. 31, 2017, the standard rate is 53.5 cents per mile
For moving or medical travel between Jan 1 and Dec 31, 2017, the rate is 17 cents per mile
For business travel between Jan 1 and Dec 31, 2018, the standard rate is 54.5 cents per mile
For moving or medical travel between Jan 1 and Dec 31, 2018, the rate is 18 cents per mile
These rates apply to the following employees, for the authorized use of personally owned vehicles, regardless of the number of passengers:
Security Services Unit (01), UUP (United University Professionals) (08), SUNY Management Confidential (13) and other unrepresented employees (non-employee)
Professional, Scientific and Technical Services Unit (05)
Administrative Services (02), Institutional Services (04), Operational Services (03)
This rate is set by the IRS and can increase or decrease on an annual basis.
A statement of Automobile Travel (AC 160) must be attached to the voucher to support all claims for mileage reimbursement. If mileage is between the official station and the transportation terminal, the traveler is allowed up to the cost of a one-way rental car. Parking will not be covered, even if the personal car mileage amount is less than a rental car, when the mileage amount plus the parking would add up to more than the cost of two one-way rentals.
The official station of an employee is normally used to determine the mileage to and from a destination. However, as of October 1, 1998, employees are reimbursed for actual personal mileage amounts incurred in going to and from a work site other than their official station.
Travel must be by the most direct route possible and in the best interest of NYS. Any mileage claims exceeding these amounts should be explained.