Mileage reimbursements cover wear and tear on personal vehicle, fuel, and insurance costs. The reimbursement rate is set each year by the IRS and is automatically updated by the mileage calculator in Chrome River. You can also find the IRS mileage rate on the Chrome River home page, pictured below.
What is mileage?
If you drive your personal vehicle on IU business trips, you can claim a mileage reimbursement. Mileage does not cover your daily commute to and from your workstation but serves to reimburse IU travelers for using their vehicle for business travel.
Travelers may not request both a fuel reimbursement and a mileage reimbursement. The reimbursement for mileage is generally higher than the amount of a fuel reimbursement since it includes insurance and wear & tear. Since fuel is built into the cost of mileage, reimbursing fuel and mileage would be double dipping.
Did you know?
The mileage reimbursement rate changes after 500 miles. After 500 miles, a lower reimbursement rate is used. For example, in the latter part of 2022, the first 500 miles of travel are reimbursed at a rate of $0.625/mile. After 500 miles, the rate is reduced to $0.3125/mile.
Best Practices
All mileage claims related to one trip should be combined to one single expense line on your Chrome River expense report, regardless of how many days the trip was or how many miles were driven. If multiple mileage expense lines are used, the system will not use the correct reimbursement rates and the report will be returned to the submitter for correction. Mileage is calculated per trip, not per day.
Accumulated Mileage
Accumulated mileage is a type of reimbursement that covers multiple trips (such as monthly campus-to-to campus visits or known clinical reoccurring rotations) submitted on a single reimbursement report. This expense is claimed via the Accumulated Mileage expense tile in Chrome River. These reports are usually submitted on a weekly to monthly basis depending on the number of trips.
Visit the Reimburse Mileage page to learn how to submit a mileage reimbursement report in Chrome River.