UGA mileage reimbursement rates are determined by the State Accounting Office of Georgia. Current rates are $0.655 per mile for travel on or after January 1, 2023 when a state vehicle is unavailable for use and a personal vehicle must be used. Employees using a personal vehicle instead of an available state vehicle are reimbursed at a lower rate.
Employees are reimbursed for mileage incurred from the point of departure to/from the travel destination:
If an employee departs from or returns to headquarters, mileage is calculated from headquarters to the destination point (and vice versa).
If an employee departs from his/her residence, mileage is calculated from the residence to the destination point, with a reduction for normal one-way commuting miles from his/her residence to headquarters.
If an employee returns to his/her residence, mileage is calculated based on the distance to the residence, with a reduction for normal one-way commuting miles.
In this article, you will learn how to use the Mileage expense types when entering an expense report in the UGA Financial Management System.
Note: Please see UGA Employee Travel policy for more information about choosing the appropriate mileage rate.
First, log into the UGA Financial Management System.
Starting from the Expense Entry page within your expense report, click the calendar icon within the Date field.
A calendar is displayed.
Select the date on which the expense was incurred.
Example shown here: April 1, 2024.
To search through the available expense types, click the lookup magnifying glass in the Expense Type field.
The Expense Type Search pop-up box is displayed. Select the appropriate Mileage expense type.
D-Mileage Reduced Rate is used if a state vehicle is available and is the best option, but you use a personal car instead. You are reimbursed for business miles traveled at $0.22 per mile.
D-Mileage Standard is used when a state vehicle is unavailable. You will be reimbursed for business miles traveled at $0.655 per mile for travel after January 1, 2023.
Example shown here: D-Mileage Standard expense type.
A brief description allows you to describe the nature of the expense to the approver who will review the expense report.
Enter appropriate information into the Description field.
Example shown here: "Mileage to Marine Ext Brunswick".
You must enter an originating location. "Home" is an option. For other cities, enter STATE (add US for Georgia), City.
Note: If your location does not appear, choose STATE, Standard Rate.
Click the lookup magnifying glass in the Originating Location field.
The Originating Location drop-down list displays.
Click the appropriate Orignating Location link.
Example shown here: HOME link.
Click the Mileage Calculation link.
The Mileage Calcuation pop-up box is displayed. Mileage must be entered in whole numbers.
Enter the total miles traveled into the Total Miles Traveled field.
Example shown here: "292".
UGA and State of Georgia policy require that daily commute mileage be subtracted from the total mileage when leaving from home. For a one way trip, only one-way commute mileage must be subtracted. For a round trip, leaving and returning home, a round trip commute must be subtracted.
Enter appropriate commute mileage into the Commute/Personal Miles field.
Example shown here: "18".
For expense reports involving multiple days of travel, the mileage expense can be copied.
To copy the expense, click the More... button.
More expense entry options are displayed.
Click the checkbox to select an expense to copy.
Click the Copy button.
The Copy Expense pop-up box is displayed. You will enter the date the subsequent expense occurred.
Click the Date From Calendar.
The calendar is displayed.
Example shown here: April 2, 2024.
Click the Done button.
The selected mileage expense is copied onto the expense report. You can edit the total and commute mileage if needed.
Example shown here: the mileage is the same as in an overnight trip with departure and return mileage.
Note: Check local operating procedures for documentation requirements.
Click the Save button.