Mileage Rates
University employees should use a state-owned vehicle (State Fleet) for business travel whenever possible.
Personal Vehicle Use
The use of a personal vehicle must be approved by the employee’s supervisor.
- Employees are expected to use the least costly method of travel (air vs vehicle). When using a vehicle, the total mileage reimbursement cannot exceed the cost of airfare to the destination. The documented airfare cost must be attached to the travel expense voucher.
- If approved by your supervisor, an employee will be reimbursed the GSA rate 300 miles from the North Dakota border and $.18 per mile beyond the 300 miles. Mileage allowances are assumed to be the total operating costs for vehicles and no additional amounts will be paid for such items as traffic tickets, toll fees, automobile repairs, fuel charges or any other normal recurring automobile expenses.
Mileage Reimbursement Rates
| Location | Rate |
|---|---|
| In-State & within 300 mile radius of North Dakota border | $0.70 per mile (current GSA rate) Effective 1/1/2025 |
| Miles driven beyond the 300 mile radius | $0.18 per mile |
| Remote worksite location outside of ND border | $0.45 per mile for University business (regardless of distance traveled) |
300 Mile North Dakota Buffer Map
View 300 Mile North Dakota Buffer Map
Mileage FAQs
Can I enter round trip mileage on one expense line?
Yes, even if the mileage spanned more than one day. Please note that expense managers and auditors should be able to verify the amount of miles traveled within a reasonable amount.
How do I enter a lesser mileage rate than the standard?
Transportation rates are assigned to the individual requesting the reimbursement. If the necessary transportation rate is not showing up in the available drop down, please contact Payment Services to have the rate assigned to the traveler.