Business Mileage Examples

The specific examples below provide additional context related to the applicable policy and include the reason for why a situation may or may not be allowable as an expense.

Example Applicable Policy Allowable Y/N Reason
We have programs that work at remote locations regularly, namely local high schools where the program works in conjunction with the school for some school-based services, and some U of M campus-based services. The commute between campus and the schools is a regular part of the job, an expectation to be in more than one site in one day. Is mileage reimbursement allowable?

Business Expenses if the individual is a U of M employee.

Traveling on University Business if the individual is not a U of M employee.

Yes

The employee’s job duties include working on this type of program and to execute the program travel to off site locations is necessary.

Non-employee is conducting business on behalf of the University.

I am an employee and have been asked to go one of the 89 extension offices for programmatic reasons. Is mileage reimbursement allowable? Business Expenses Yes The extension office is not my home campus.
I am working on a grant and part of the grant objectives are to connect with students, local businesses, and schools. Is mileage reimbursement allowable? Business Expenses Yes The employee’s job duties include working on this type of program and to execute the program travel to off site locations is necessary.
I work on East Bank and need to attend a meeting on West Bank. Is mileage reimbursement allowable? Business Expense No Mileage reimbursement between Twin Cities campuses is not allowed.
Our Alumni Relations Officer often has off-campus events and functions. Is mileage reimbursement allowable? Business Expense Yes The employee’s job duties include connecting with alumni and to make those connections travel to off site locations is necessary.
We ran out of markers so I picked some up at a local store. Is mileage reimbursement allowable? Business Expense No Local milage is not allowed. There are several other and more cost effective ways to purchase markers.
Our Development Officer is requested reimbursement for mileage from home to a donor visit. Is mileage reimbursement allowable? Business Expense Yes Regardless of the individual Work With Flexibility agreement, it is allowable since the Development Officer is not driving to a University location.

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