Mileage Policy

Personal automobile mileage is available for employees (including volunteers, graduate assistants and student workers) at the standard mileage reimbursement rate for which a deduction is allowed for travel for federal income tax. The traveler should be the registered owner of the personal vehicle used.

Please read carefully as these rates have changed.

All travel effective January 1, 2018 will use the following reimbursement rates. These rates are subject to change by the Board of Examiners. In addition, also effective January 1, 2014 per the Board of Regent Handbook, unless specifically authorized in writing by the employee’s supervisor, an employee who makes a single trip greater than 200 miles shall use a State Motor Pool vehicle or a rental car instead of a personal vehicle for such travel if either option is less expensive than use of a personal vehicle.

The federal government has increased the standard mileage rate for transportation expenses to 54.5 cents per mile effective Jan. 1, 2017. For an employee using his/her own personal vehicle for the Universities convenience, the mileage reimbursement rate is 54.5 cents per mile.

For an employee using his/her own personal vehicle for the employee's convenience, the employee will be reimbursed at one-half the standard mileage reimbursement rate, which has been decreased to 27.25 cents per mile.

UNLV Convenience vs. Employee Convenience

UNLV convenience vs. employee convenience is determined on a case by case basis. Justification for UNLV convenience may be required prior to reimbursement. Contact the Accounts Payable department at 702-895-1157 for assistance in determining UNLV convenience vs. employee convenience.

  • When a private car is used for employee convenience, the employee shall be reimbursed at one-half the standard rate.
  • An employee using his own person vehicle for UNLV's convenience will be reimbursed at the standard rate.
  • When an employee/student/volunteer uses someone else's personal vehicle, the traveler will be reimbursed at one-half the standard rate.
  • Fuel purchases will not be reimbursed except for vehicles leased from recognized vehicle rental agencies.
  • Reimbursement of local mileage using a personal vehicle (within 75 miles of the traveler's principle work site) will be processed using sections I and III of the travel document or a payment voucher with an attached and completed mileage Log. An employee using his own personal vehicle will be compensated for any miles driven in excess of their normal commute. An employee's normal commute is the roundtrip mileage between the employee's residence and their official duty station.
  • Travel beyond 75 miles of the principle work site will be processed using a travel document with an attached and completed travel itinerary worksheet and mileage log or MapQuest/equivalent.
  • Mileage to and from the airport is to be calculated from the principle work site (UNLV) unless the flight is before or after normal work hours or the weekend, mileage may be calculated from the travelers residence. If a traveler is dropped off at the airport, mileage may be claimed for drop off (departure) and pick up (arrival) only.
Prior Year Mileage Reimbursement Rates
Time Frame UNLV Convenience Employee Convenience
01/01/16-12/31/16 54 cents per mile 27 cents per mile
01/01/15-12/31/15 57.5 cents per mile 28.75 cents per mile
01/01/14-12/31/14 56 cents per mile 28 cents per mile
01/01/13–12/31/13 56.5 cents per mile 28.25 cents per mile

Examples of Employee Convenience

  • Scenario #1 - Employee convenience: A traveler has just given birth and is breast-feeding. She decides to take her infant with her while her spouse drives her to her destination for university business. The cost of mileage at the full rate of 53.5 cents per mile is more than the cost of airfare. It's the traveler's decision to not take the most economic mode of transportation due to personal circumstances. The traveler can only receive half of the per mile rate at 26.75 cents per mile.
  • Scenario #2 - Employee convenience: A traveler does not fly due to personal reasons, such as fear of flying. The traveler can only receive half of the per mile rate at 26.75 cents per mile.
  • Scenario #3 - Employee convenience: A traveler is combining university business with personal leave time and decides to drive because family is traveling also, or is traveling alone and wishes to have their vehicle once the leave time starts. The traveler can only receive half of the per mile rate at 26.75 cents per mile.

Authorization Required

Signature authorization, supervisors' authorization if travel exceeds 200 miles.

Account Restrictions

No restrictions.

Forms

  • Payment voucher if less than 75 miles outside of Las Vegas, NV (or workstation).
  • Travel document if more than 75 miles outside of Las Vegas, NV (or workstation).

Reference