How do I submit a mileage reimbursement request to SOFC?

While SOFC used to reimburse for fuel for personal vehicles, we now reimburse for mileage. (Rental vehicles will still be reimbursed for actual fuel costs.) Our policy, from, is as follows:

If you choose to use your personal vehicle, you should calculate your costs by multiplying the total miles you drove for organization business by the current IRS mileage reimbursement rate, which is $0.655 per mile as of January 1, 2023. You must include this calculation in your proof of payment submission, as well as the license plate number of the vehicle(s) you drove, the date(s) of travel, origin, destination, business purpose, miles traveled, and any additional expenses for which you are requesting reimbursement, such as highway tolls and parking. The mileage rate includes the cost of fuel, so please do not submit fuel receipts, as we will not reimburse you for fuel.

To get reimbursed for mileage, you should either add a comment to your ticket when you are ready to claim your award, or upload a document as an attachment, with the information mentioned above. Here's an example:

We are requesting mileage reimbursement as part of our award. 

License plate number: MGCBUS
Dates of travel: August 10-12, 2023
Origin: Michigan Union, 530 South State Street, Ann Arbor, MI 48109
Destination: TCF Center, 1 Washington Blvd, Detroit, MI 48226
Business purpose: Attend the Busworld North America conference
Miles traveled: 43 (x2 - round trip)
Additional expense: Parking for 2 nights, $20 each

Total: 43 x 2  x $0.655 = $56.33 + $20 + $20 = $96.33

You do not need to include a map printout, but SOAS will require one, so you can submit it to us if it is easier for you to keep track of everything, but you still need to calculate all of the above yourself.

Reminder: We strongly encourage you to use University vehicles instead whenever you can. We will reimburse for actual fuel costs for rental vehicles (University or not).

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Article ID: 6496
Thu 9/30/21 12:38 AM
Mon 1/2/23 8:52 PM