|Note personal vehicle authorization clarification|
The following information provides a clarification regarding the requirement to receive prior approval from supervisors for reimbursement for personal vehicle mileage, instead of using a state fleet vehicle.
Departments are encouraged to develop their own internal procedures for supervisors authorizing the use of a personal vehicle (instead of a state fleet vehicle) for business-related travel. Some examples might include:
1. Departments may develop their own form to be used to request the use of personal vehicle for business-related travel. This form could be used for each trip or could be used for a specific time period of travel (ex. for an entire fiscal year).
2. Departments may use the e-mail system (employees request by e-mail; supervisor approves by e-mail). This e-mail process could be used for each trip or could be used for a specific time period of travel (ex. for an entire fiscal year).
It is not necessary to submit these approvals to accounting services. Instead, the supervisor (or their designate) will be required to sign the travel expense voucher in the signature area authorizing personal vehicle mileage reimbursement. This section was recently added to the travel expense voucher. This signature indicates that supervisor approval was obtained.
The employee's supervisor must be the one that actually authorizes personal vehicle mileage reimbursement prior to travel (according to the procedures that are established by the individual department), but the actual signature indicating that this approval has been obtained, which is required on the travel expense voucher, may be delegated.
Departments are responsible for ensuring that the signature indicating approval for personal vehicle mileage reimbursement on the travel expense voucher is either the supervisor's or their designate.
If you have any questions, please contact Bonnie at 777-2966 or email@example.com. -- Accounting Services.