IMPORTANT CHANGES TO THE TRAVEL REGULATIONS.

Prior to December 1, 2006, a person taking a trip on state business was required to deduct the mileage that he or she would typically drive to and from work, from the total mileage driven during a trip. This would apply if a traveler left from home (instead of from the campus) or returned to his/her home (instead of to the campus). The difference in mileage was reimbursable.

GOOD NEWS! As of December 1, 2006, this restriction will no longer apply. Now, any mileage driven on state business will be fully reimbursed, whether you leave from home or from the campus. However, now, there are several factors that must be considered in calculating what specific mileage rate you will be reimbursed:

1. After January 1, 2007, if you plan to drive an average of 100 miles or less per day using your own car, the mileage rate will be 48.5 cents per mile. If your trip occurred between 12/1/06 and 1/1/07, the mileage rate is 44.5 cents per mile.

Ex: You drive 200 miles round trip to Richmond. You are on travel status for 3 days, from 1/9-12. You will be entitled to 48.5 cents per mile because your average mileage is less than 100 miles. (200 miles divided by 3 days.)

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2. If you plan to drive your own car more than an average of 100 miles per day, there are new regulations that are effective immediately, which must be followed in order for you to be reimbursed 48.5 cents per mile.

First, you need to request a state vehicle before you take the trip. This can be done by contacting Cathy Magalis at 703-323-3482 or 703-323-3120. On the travel request form, the proper boxes must be checked. If a state car is available, you must take it. If you decide not to use the state car and you use your own car instead, you will be reimbursed only 24.6 cents per mile.

If the state car is not available, a 48.5 cent/mile rate will be applied, provided you follow the following procedure:

• The state has a contract with Enterprise Leasing to provide cars for short-term travel. When preparing for a “higher mileage trip”, the traveler should visit the following website at least 24 hours in advance of the trip, www.dgs.virginia.gov/fleet.aspx and use the trip calculator to determine costs for the proposed trip. To access the trip calculator, click on “Travel Planning” on the home page of the website. The calculator will provide a cost benefit analysis between driving your personal vehicle and renting a vehicle from Enterprise.

• Note that the trip calculator does NOT include the cost of gas that you would spend if you rented the car. For purposes of your estimate, assume a gas mileage of 20 mpg, and a cost of approximately $2.30/gal (adjust, based on current price). Add that cost into the total rental cost.

• If you calculate that it is cheaper to use your own vehicle, you will be reimbursed the full 48.5 cents/mile, provided you attach a printout of the trip calculator, (with an added price for the estimated gas charge) to your travel reimbursement form.

• If it is cheaper for the college for you to rent a car for your trip, and you decide to drive your own car anyway, you will be reimbursed 24.6 cents per mile.

• Any reservation for a rental must be made via the Enterprise website or via phone at least 24 hours in advance of the anticipated pickup of the vehicle.

As always, if you have questions or concerns regarding this or any other travel regulation, contact Susan Gregorio at 703-323-3056 or sgregorio@nvcc.edu

The travel regulations are located at the following website:

http://www.doa.virginia.gov/Admin_Services/CAPP/CAPP_Topics/20335_1206.pdf