|Note mileage reimbursement policy revision|
Effective for travel on or after Jan. 1, 2007, the personal vehicle mileage reimbursement policy has been revised, as stated below:
Personal vehicle mileage is reimbursed at the rate indicated in NDCC 54-06-09. The reimbursement rate is $0.375 per mile for in-state travel and $0.18 per mile for out-of-state travel. Employees must obtain approval from their supervisor to use a personal vehicle instead of a state fleet vehicle. The employee’s supervisor must sign the travel expense voucher when the employee is claiming personal vehicle mileage, indicating that approval for use of a personal vehicle was obtained.
Previous policy provided for a reduced rate per mile for personal vehicle mileage unless the employee received either approval in advance (for medical-related reasons) from accounting services or a statement from the transportation department indicating that a state fleet vehicle was not available. These will no longer be required. Instead, approval in advance will be required from the employee’s supervisor.
There are several reasons that employees should choose a state fleet vehicle.
1. When state employees are traveling on state business, the North Dakota Century Code (54-06-09 and 24-02-03.3) requires all state employees to use a North Dakota state fleet vehicle when available. Any exceptions to this requirement must be for circumstances approved by the employee’s supervisor. Department heads should establish an approval process for their department. The employee’s supervisor must sign the travel expense voucher when the employee is claiming personal vehicle mileage, indicating that approval for use of a personal vehicle was obtained. An additional supervisor signature area has been added to the travel expense voucher. Please obtain a copy of the revised travel expense voucher from the Accounting Services web site.
2. Cost savings: The rate for a standard four-door sedan is $ .27 per mile. Because of this low rate, it is generally more cost effective for departments to utilize state fleet vehicles.
3. Liability insurance: If a state fleet vehicle is used, insurance is provided through the State Risk Management Fund. If an employee is involved in a motor vehicle accident while on business-related travel in their personal vehicle, their personal insurance will have to cover any claims/costs. The vehicle owner would be responsible for any deductibles and rate increases that result. Specific insurance-related questions can be directed to Jason Uhlir at firstname.lastname@example.org or by phone at 777-3341.