Local Mileage Request

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Every effort should be made to use University-owned vehicles for local travel with business purposes. Departments can contact LU Transit for assistance with obtaining access to a University vehicle.

In the event a personal vehicle must be used, LU employees who are approved drivers, may request mileage reimbursement for local trips if approved in advance. Local mileage is defined as the 50-mile radius around the regular place of work (for more details, refer to the Travel Policy). Each employee’s request is applicable for one fiscal year only. An approved request must be obtained for each fiscal year in order to be reimbursed for mileage.

Complete one Local Mileage Request form (PDF) per employee.

There is a new process for local mileage reimbursement. Please review the attached updated form, as several changes have been implemented. The key updates and process expectations are outlined below for your reference.

Complete the mileage reimbursement form in its entirety.
Ensure all required signatures are obtained.
Submit the completed form to HR for final approval.
Include the HR signed approval on the monthly requests for reimbursement

Key Updates:

Human Resources will serve as the final approval authority, replacing Procurement in this process.
This form must be completed once per fiscal year.
For FY26, please complete this process now for the remainder of the fiscal year.
For FY27, new forms are expected to be collected in May in preparation for the upcoming fiscal year.

Form Instructions

This form is required to be completed once per fiscal year. Please ensure the applicable fiscal year (FY) is entered in the top-right field highlighted in pink. The fully executed (signed) form must be included with every local mileage reimbursement request submitted. Mileage reimbursement requests should be submitted on a monthly basis.

In the next section, you will be required to provide a business justification explaining why the individual requesting Local Mileage (LM) is unable to utilize an available University vehicle.

All submissions will be reviewed by Human Resources (HR)

Before submitting to Human Resources (HR), ensure all printed names, signatures, and dates are complete. Email completed forms to hrclassification@liberty.edu.

The final section must be completed by the traveler and should include the destinations (locations) to be visited, the business purpose for each location, and the expected frequency of travel. This section should be completed to the best of the traveler’s ability.

While most departments have standard routes or routine travel patterns, we recognize that exceptions may occur. Any anomalies should be documented in the final “Location” field, along with an estimated frequency.

An example screenshot has been provided for reference to illustrate the expected format and level of detail.

Reconciliation guidelines:

You need to submit your reimbursement request monthly
If you have more than 10 destinations for 1 month, then you will need to simply start a second “line” to add more destinations
You must add the fully signed HR Local Mileage form to every reimbursement request within Emburse monthly.

For questions email travel@liberty.edu or call (434) 582-8760.