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.
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 standard mileage reimbursement rates. The university will reimburse employees for gas receipts submitted for rental cars and/or university cars. Gas receipts must substantiate the amount claimed.