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Employee Mileage Reimbursement


Davidson College employees may use vehicles from the college motor pool or their own vehicles when traveling for official college business. When a personal vehicle is used, the college reimburses the employee.


This policy seeks to inform employees of the rate at which travel in a personal vehicle for official college business will be reimbursed.


Employees may be reimbursed for business travel in personal vehicles. Mileage will be reimbursed using the mileage rate established by Internal Revenue Service guidelines. Employees may not request reimbursement for gas charges, since the mileage rate includes compensation for gas and depreciation. Employees must document the business purpose and destination for the trip and the actual miles driven. In general, the mileage rate as set by the Internal Revenue Service changes each calendar year. Find the current rate for mileage reimbursement. Under IRS Reg 1.262-1(b)(5), costs of commuting to and from work are personal expenses. Therefore, no mileage reimbursements are allowed for commuting to and from work.

Administration of Policy

The Controller/Director of Business Services shall oversee this policy and review it at least once every two years. Changes to this policy shall be made in accordance with the college's Policy on Policies.