• Discover Nevada
• Admissions
• Academics
• Student Life
• Research
• Partnerships

1,413: Private Automobile Usage

Last Revised: July 2007

In the event of an accident while an employee is driving a private vehicle on state business, the employee's insurance is primary for all coverages.

For the Employee's Convenience:

If a personal vehicle is used for the convenience of the employee when a state vehicle is available, the employee will be reimbursed at one-half the standard mileage reimbursement rate for which a deduction is allowed for travel under federal income tax laws. Airfare in lieu of the mileage reimbursement rate should be claimed when it is the least expensive travel reimbursement rate.

If the city is not serviced by an airline, the employee is entitled to reimbursement of meals in route. If the city is serviced by an airline, the employee must be on either annual or compensatory leave for the extra travel time involved and meals and/or expenses in route will not be reimbursed. The travel claim should indicate that the employee was on annual leave or compensatory leave or include a statement from the department head or supervisor justifying why the employee was not on annual or compensatory leave.

For the University's Convenience:

Employees using personal vehicles for the convenience of the university will be allowed reimbursement at the standard mileage reimbursement rate allowed for travel under federal income tax laws. The Campus Business website has the current mileage reimbursement rates.

1. Approval of the employee's use of a personal car for the convenience of the university must be obtained by the employee in advance, in writing, from the appropriate vice president or dean.
2. The university approval must be attached to each "Claim for Employee Travel Expense" form when submitted to the Controller's Office. Employees will also be entitled per diem reimbursement when the use of a personal car for the convenience of the university is approved.

Each calendar year the university will issue a faculty/staff memorandum reflecting the current standard mileage reimbursement rate after it receives notification from the Nevada State Department of Administration.

If two employees travel in a private vehicle on university business, only one employee is entitled to mileage reimbursement.

Gas Receipt Reimbursement: The University does not reimburse employees on gas receipts for personal car usage. The employee will be reimbursed based on the mileage reimbursement rates described below. The university will reimburse employees for gas receipts submitted for rental cars and/or university cars. Gas receipts must substantiate the amount claimed.