Adding Personal Auto Mileage

Mileage documentation submitted by travelers must comply with the OBM Travel Rule and include intermediate destinations and / or vicinity mileage. Mileage documents must adhere to the OBM Travel Rule and the Travel and Expenses SAFE Policy.

If required to report to a location other than your headquarters, reimbursement is only for the distance from residence to the alternate location minus the mileage for normal commute.

• Subtract the commute from the mileage total. Notes are required stating the commute mileage has been subtracted.

Requirements

1. Include the entire range of dates on the General Information page when creating the travel authorization.

2. Estimate total mileage that will be used during the specified time frame when creating the travel authorization.

   1. Enter the number of reimbursable miles driven in Miles.

   2. The mileage of the normal commute to work (from their residence to the headquarters) and the normal commute from work (from the headquarters to their residence) must be deducted from mileage claimed for reimbursement according to the OBM Travel Rule.

   3. Enter the start location for the trip in the Originating Location.

   4. Enter the location driven to in the Destination Location (identifying the farthest distance traveled one-way).

      • Travel Expense Reports shall indicate all intermediate destinations (i.e., specify intermediate towns and cities but not stops within a town or city) between the commencement and termination of travel as well as all vicinity mileage after arrival at destination.

      • Reimbursement shall be made to only one of two or more state agents traveling in the same privately owned automobile.

3. Click Calculate Mileage.

4. The amount field will automatically update based on the number of miles and the current mileage reimbursement rate.

5. Only employees within specified units should use Expense Type AGO BU45/46/48 Pers Auto Mileage. OBM Financial Shared Services (FSS) reviewers have documentation to determine if an employee is in one of these units.

6. If a date range was used on the travel authorization, the actual expenses must be itemized to reflect the actual dates of travel.

OBM Travel Rule: By law, mileage documentation must:

1. Indicate all intermediate destinations (i.e., specify intermediate towns and cities but not stops within a town or city) between the commencement and termination of travel.

2. Vicinity Mileage is any additional mileage traveled in excess of mileage from the departure location to the arrival location.

3. Vicinity Mileage must be documented on separate lines within the expense report when the vicinity mileage, if searched online (map quest, google maps, etc.), is greater than 10% of the total mileage being claimed.

1. • Vicinity Mileage example for traveling outside of county HeadquartersVicinity Mileage example for traveling outside of county Headquarters

     Line 1: Traveler records Originating Location (Columbus) to Destination Location (Cleveland); approximately 144 miles.

     Line 2: Traveler records vicinity miles within Destination Location (Cleveland); 60 miles.

     Line 3: Traveler records return from Destination Location (Cleveland) to Originating Location (Columbus); approximately 144 miles.

     • Google Maps estimates Columbus to Cleveland as 144 miles; therefore, round-trip mileage the traveler will claim is 288 miles. The 60 vicinity miles claimed for reimbursement is above 28.8 or 10% of the 288 round-trip miles being claimed. Vicinity mileage greater than 10% of the round-trip mileage must be documented on a separate line (as shown in Line 2 of the image).

     • Notes are required for vicinity mileage.

   • Vicinity Mileage example for traveling within county HeadquartersVicinity Mileage example for traveling within county Headquarters (or same city or county)

     • Travelers commuting within their headquarters records the same city for both Originating Location and Destination Location.

     • Notes are required for vicinity mileage.

4. Intermediate Destinations are same-day, business-related stops between the originating and destination locations. Travel expense reports shall indicate all intermediate destinations (i.e., specify intermediate towns and cities but not stops within a town or city) between the commencement and termination of travel.
   • Intermediate Destination example for same-day stop between Originating and Destination LocationsIntermediate Destination example for same-day stop between Originating and Destination Locations

     Line 1: Traveler records Intermediate Destination (Akron) prior to Destination Location (Cleveland).

     Line 2: Traveler records Destination Location (Cleveland) from the Intermediate Destination (Akron).

     Line 3: Traveler records return to Originating Location (Columbus) from the Destination Location (Cleveland).
     

     • Notes are required for intermediate destinations.

• Agency supervisors are responsible for rejecting any mileage documentation that does not comply with the state law or the guidance provided above.