Kansas Department of Administration

3100 Mileage Reimbursement for Use of a Privately Owned or Operated Conveyance

Posted on October 21, 2021 at 12:49 PM by Kansas Department of Administration

(A) Mileage reimbursement rates. Employees authorized to travel by privately owned or operated conveyance may be reimbursed for allowable miles traveled at a rate fixed and established by the Secretary. Privately owned or operated conveyances include automobiles (passenger cars, station wagons, trucks, vans, etc.), airplanes, motorcycles and other similar privately owned conveyances.

. Employees authorized to travel by privately owned or operated conveyance may be reimbursed for allowable miles traveled at a rate fixed and established by the Secretary. Privately owned or operated conveyances include automobiles (passenger cars, station wagons, trucks, vans, etc.), airplanes, motorcycles and other similar privately owned conveyances.

Mileage reimbursement is made at the following rates:

1.  $ .53 per mile for privately owned motorcycles.
2.  $ .56 per mile for privately owned automobiles.
3.  $1.33 per mile for privately owned airplanes.
4.  $ .24 per mile for moving related mileage.

 

These reimbursement rates are considered to cover all costs associated
with the use of the privately owned conveyance. This includes, but is not
limited to: gasoline, oil, tires, repairs, insurance (including uninsured losses,
and insurance deductibles resulting from damage to the privately owned conveyance), license fees, depreciation costs, and expenses of any type. 

See paragraph 3102 for additional reimbursable expenses in using a
privately owned or operated conveyance.

(B) Exceptions to the mileage reimbursement rates. Exceptions to the above mileage reimbursement rates are as follows:

Exceptions to the above mileage reimbursement rates are as follows:

1. When a mode of transportation is available and less costly than transportation by a privately owned conveyance, mileage reimbursement is limited to the cost of the other mode of transportation.

2. The agency may pay a specified mileage rate that is lower than the above rates when an employee's travel is not required by the agency and the employee is informed of the specified rate in advance of the travel.

(C) Calculation of mileage.

1. Travel by privately owned or operated conveyance (other than privately owned airplane) is deemed to be by the usually traveled, most direct route. Mileage figures reported on travel expense reports for travel within the borders of Kansas are verified by the Delegated Audit Team from the Official 2002 Kansas Distance Chart prepared by the Kansas Department of Transportation (KDOT). Agencies may obtain the KDOT state distance chart at http://kdotapp2.ksdot.org/mileagebetweencities/. Mileage figures for travel outside the borders of Kansas are verified from information and maps published by the American Automobile Association (AAA). For out-of-state travel, the place of lodging may be used as a point of official duty in determining mileage.

2. Travel by privately owned airplane should use air mile distances (as the crow flies). An acceptable site for verifying the mileage is http://www.indo.com/distance/

(D) Mileage calculation when residing outside the official station. When an employee begins travel from his or her domicile located in an area other than the city designated as the employee's official station, the employee may be reimbursed for mileage between the employee's domicile and destination or the employee's official station and destination, whichever is less. If the employee returns directly to his or her domicile from the last point of official business, the employee may be reimbursed for mileage from that point to the employee's domicile or that point to the employee's official station, whichever is less. For meal allowance reimbursement when residing outside the official station see paragraph 4100(B).

When an employee begins travel from his or her domicile located in an area other than the city designated as the employee's official station, the employee may be reimbursed for mileage between the employee's domicile and destination or the employee's official station and destination, whichever is less. If the employee returns directly to his or her domicile from the last point of official business, the employee may be reimbursed for mileage from that point to the employee's domicile or that point to the employee's official station, whichever is less. For meal allowance reimbursement when residing outside the official station see paragraph 4100(B).

(References: K.A.R. 1-16-3c, 1-17-11, 1-18-1a)

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