Mileage Allowance
Policy
The most economical option should be selected when traveling. If driving is the best option, you must utilize the Cost Analysis Tool to determine if a personal vehicle or a rental would be best. If traveling in groups, the sharing of vehicles is required to further reduce costs. To drive (personal or rental), you must be a Liberty University Approved Driver prior to the trip.
Cost Analysis Tool (use intermediate/standard for car size)
Approved Driver
If the cost analysis of driving a personal vehicle shows that a rental would be more cost-efficient, please note you will only be reimbursed up to the amount of the rental on the cost analysis. Fuel reimbursement is only allowed for rental vehicles and should be placed on a P-Card.
Procedure
Requesting mileage reimbursement for personal vehicle usage on behalf of Liberty University, employees must select “add expense” on a new or existing expense report.
- Select mileage icon under the “ground transportation” icon
- Put in your destinations as prompted by boxes within Emburse
- Please note that anything over 70 miles must have a Cost Analysis Screenshot showing that the miles claimed are less expensive than renting a car. If not, then you must adjust your miles to match the Cost Analysis.
- After you enter the IFOP (index, fund, org, program), select the appropriate account code (722001, 722002, etc.)
- Make sure all documentation is attached and submit if no other items need to be added
Go here to view Liberty University ‘s Travel Policy (PDF)
If you have questions about the mileage reimbursement procedure, please contact the Travel Office at travel@liberty.edu or phone at 434-582-8760.