Personal Mileage Reimbursement Rates, Effective January 1, 2016
- The internal Revenue Service (IRS) has announced an increase in the standard mileage reimbursement rate for business miles. The rate has been adopted for use by state employees and is effective beginning January 1, 2016 - December 31, 2016. Mileage rates are used to calculate reimbursements to employees that use their personal vehicles for business trips
- Employees should note that the university actually utilizes two reimbursement rates
- The IRS standard mileage reimbursement rate (54 cents) is used when a state-owned vehicle is unavailable. A lesser rate (47 cents) is used when a state-owned vehicle is declined or not requested by the employee.
Employees are asked to use the new mileage reimbursement rates below when completing employee expense forms for trips taken between January 1, 2016 and December 31, 2016.
- State Owned Vehicle Unavailable (IRS Standard): 54 Cents per Mile
- State Owned Vehicle Declined or Not Requested: 47 Cents per Mile
Employees who have questions regarding travel or expense reimbursements, may contact Tami Galema-Liebl, the university's travel claims clerk for assistance. Tami may be reached at 389-5006 or at email@example.com. For additional information on traveling for Minnesota State Mankato, see the links below. mnsu.edu/busoff/travel
Departments should be aware of possible increased cost when using personal vehicles when personnel request mileage reimbursement through the department.
An additional concern is that Minnesota is a no-fault vehicle accident state.
- If there would be an accident in your personal vehicle while on state business, the accident claim would follow the owner of the vehicle you were driving.
- If you would be in an accident in a state owned vehicle the accident claim goes to the State of Minnesota (owner of the vehicle).
Procedure 5.19.3 Travel Management
Part 1. Authority. Board Policy 7.1, authority, delegates to the chancellor authority to develop a system procedure on travel management.
Part 2. Scope and Responsibility. This procedure applies to all employees of the colleges, universities, the Office of the Chancellor; the Board of Trustees; and any other individuals, including students, authorized to travel or to be reimbursed for allowable expenses in conducting authorized Minnesota State Colleges and Universities business. System employees, trustees, or other individuals authorized to travel, including students, are responsible for complying with this procedure and for the accurate completion of all required forms, including the Employee Expense Report. Students eligible for reimbursement shall be compensated in accordance with local student travel rates or in the absence of local student travel rates, with the Commissioner's Plan.
For purposes of this procedure, unless otherwise specified, the term "traveler" shall refer to all employees of the colleges, universities, and Office of the Chancellor; Board of Trustees; and any other individuals, including students, authorized to travel.
Part 3. Prior Approval.
- All in-state travel and the incurrence of related expenses must receive oral prior approval and all out-of-state travel requires written prior approval by an employee who has delegated authority to approve out-of-state travel. Written authorizations are retained locally for audit purposes. CS1404 Request for Approval of Out-of-State Travel
- Travel may be authorized travel when it can be reasonably determined that:
a. The travel is primarily for the benefit of Minnesota State Colleges and Universities and is related to the effective conduct of business, including the promotion of interstate cooperation;
b. The cost of the travel and absence from work will be offset by benefits accruing to Minnesota State Colleges and Universities, including the professional advancement of an employee; and
c. The travel relates to activities which do not have as their purpose the advancement of a political party, a political candidate, or a religious denomination.
- Exception. Travel that has not received prior authorization is allowed only in emergency situations.
Part 4. Spouse/Companion Travel. Travel expenses will not be reimbursed if incurred by a spouse or other individual accompanying traveler on business unless:
- the spouse/companion is a state employee and there is a bona fide business purpose requiring his or her attendance; and
- such expenses are provided for in collective bargaining agreements or compensation plans.
A spouse or other individual may accompany a traveler, including students, on a business trip at the traveler's expense. However, personal guests, including spouses, are not allowed to travel in a state-owned, rented, or leased vehicle.
Part 5. Maximum Use of Financial Resources. Travel costs should take into consideration any financial decisions made such as:
- Traveler leaving a day early if a lower airfare is available and the airfare offset costs of additional hotel or food.
- Traveler staying over a weekend at the traveler's own expense to obtain lower airfare. Additional expenses may be paid related to the reduced airfare providing the expenses do not exceed the amount saved on the lower airfare.
- Other unusual situations which increase or decrease the trip costs.
- Travel is being paid for by an outside organization and is in compliance with ethics requirements in accordance with Minnesota Statutes section 43A.38, Code of Ethics for Employees in the Executive Branch, and Minnesota Statutes section 10A.071, Certain Gifts by Lobbyists and Principals Prohibited. If a traveler is reimbursed by Minnesota State Colleges and Universities for this travel and is also reimbursed for the same travel expense by an outside organization, the traveler must endorse the outside reimbursement check over to the college, university, or Office of the Chancellor. A traveler may be reimbursed by an outside organization for travel or meals expenses, not to exceed actual expenses incurred, which are not reimbursed by the state and which have been approved in advance by the appointing authority as part of the work assignment.
- Traveler elects to drive a personal vehicle rather than travel by commercial airliner. Reimbursement for personal vehicle use in lieu of airfare is at the lower reimbursement rate and shall not exceed the lowest round-trip coach airfare.