Mileague Reimbursement

As a part of statewide legislation concerning the use of personal resources for state business, UT employees and independent contractors are permitted to make claims for mileage reimbursement relative to using their personal vehicles for official university business. This reimbursement is funded and audited by the state.  Education Services reimburses mileage for coordinators and field supervisors who supervise PDS students in the field who are seeking teacher certification.  The current state mileage reimbursement rate is $0.56 per mile (as of January 1, 2021).

Mileage Reimbursement Forms, Instructions, and Important Policy Information

A completed odometer log form or map mileage form and map mileage documentation must be submitted by the appropriate deadline in order to receive reimbursement. Once Education Services receives the reimbursement request, the mileage is verified and the individual notified of any corrections.

Submit your mileage reimbursement request with these instructions below:

1. ELP Mileage Log 

With the ELP Mileage Log form, log the mileage for each route.  Calculate using a mapping tool: (MapQuest)

You submit both a completed Map Mileage Reimbursement Form and a Map Mileage Word Document showing your mileage screenshots from the mapping tool.  Here’s how it works.

 Step 1. Locate your routes using a mapping tool ( Google Maps , MapQuest ).  Take a screenshot of each leg of your route showing the starting point, destination, and mileage and copy this screenshot into a Word document (download a Map Mileage Word Document Example  and Maps Screenshot Instructions). 

The Map Mileage Word document must contain your name, EID # and the name of the mapping tool used. 

Step 2. Complete the Map Mileage Reimbursement Form by entering the date, origin, destination, and calculated mileage for each leg of your route. You may enter up to five destinations for each row for the same date. Be sure to complete all contact information fields and indicate which mapping tool used.