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Personal Vehicle Usage

A personal vehicle may be used only if a cost/benefit analysis indicates that personal vehicle use is cheaper for the University.

The Enterprise Rent-A-Car contract is preferred for official business travel, and should be used unless a cost/benefit analysis indicates that personal vehicle use is cheaper for the University.

It is expected that a good faith effort will be made to use the Enterprise Rental contract when practical.

Employees electing to use their personal vehicle as a matter of convenience will be reimbursed for mileage at a lower rate.

Select the proper expense type when completing the automated Expense Report in Chrome River.

Commuting costs are not reimbursable. When leaving for a business trip from your residence, you must deduct your commuting mileage when seeking reimbursement for personal mileage.

 What is considered cost-beneficial?

Generally, a personal vehicle is considered cost beneficial in the following instances:

  1. When occasional travel is planned for distances up to 200 miles per day. For overnight travel, consider the average daily mileage over the period.

  2. For constant daily routine travel.

  1. When an emergency exists and is approved by the agency head or designee.

  2. For all other circumstances, the OFMS TRIP CALCULATOR should be used routinely to obtain the Enterprise vehicle cost for the cost benefit analysis.

Cost Benefit Analysis

A copy of the cost benefit analysis must be attached to the reimbursement request when using your personal vehicle.

To obtain a true cost comparison, estimate the cost of gas and add to the cost of using an Enterprise vehicle.

Failure to provide the cost/benefit analysis when the daily mileage is 200 miles or more will reduce the reimbursement rate.

OFMS Trip Calculator

Personal Vehicle Mileage Rate

Effective for travel occurring or reimbursed after January 1, 2022, the mileage reimbursement rates for Old Dominion University employees for use of a personal vehicle for official business travel are shown in the paragraphs below.

Special Exceptions
Requests for special exceptions to these rates must be discussed with the Assistant Vice President for Finance/University Controller prior to travel.

The rate of 24.6 Cents Per Mile applies:
*when the daily mileage is 200 miles or more if no cost/benefit analysis is provided to justify use of a personal vehicle.

The Current IRS business rate of 62.5 Cents Per Mile applies:
*when the daily mileage is less than 200 miles.
*when a cost/benefit analysis indicates that using a personal vehicle is cheaper than using the Enterprise Rent-A-Car contract.

NOTE: Reimbursement rates are reduced to 13 cents per mile for travel in excess of 15,000 miles in one fiscal year, unless a State-owned vehicle is not available; then the rate shall be the current IRS rate of 62.5 cents per mile.

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