Under the applicable income tax regulations, travelers who claim this basic rate are not obligated to maintain records substantiating their actual costs of vehicle operation. University policy and procedure section 715-11 will be applicable for employees whose actual cost of vehicle operation exceeds the basic reimbursement rate. The difference between the basic rate and the optional rate is tax reportable. The date of travel, the purpose of travel and names of the persons attending shall be stated. The University mileage reimbursement rates, Exhibit B and the University local mileage chart, Exhibit D, shall be used to reimburse mileage.
Employees claiming reimbursement are responsible for maintaining a travel log.
If mileage reimbursement is allowed, charges for ferries, bridges, tunnels or toll roads may be claimed in addition to the mileage. Reimbursement for parking expenses may be claimed while on Foundation business with required documentation. Charges for valet service and an allowance for minimal gratuity shall be reimbursed if other parking is not available or as specifically approved by the approving authority. However, in cases of official Foundation travel, mileage may be allowed between the traveler s residence and the common carrier or destination if travel originates or terminates before or after the employee s normally scheduled working hours, or if travel originates or terminates during regularly scheduled day off. Otherwise, mileage shall ordinarily be computed between the campus and the common carrier or destination.