Kansas Department of Administration

04-a-008 - Private Vehicle Mileage Reimbursement (November 24, 2003) (Supplements 04-a-001)

INFORMATIONAL CIRCULAR NO. 04-A-008 (Supplements: 04-a-001)
DATE: November 24, 2003
SUBJECT: Private Vehicle Mileage Reimbursement
EFFECTIVE DATE: December 1, 2003
A & R CONTACT: Jo Ann Remp (785) 296-2277 (joann.remp@da.state.ks.us)
Randy Kennedy (785) 296-2125 (randy.kennedy@da.state.ks.us)
Leroy Charbonneau (785) 296-2255 (leroy.charbonneau@da.state.ks.us)
Shirley Gilchrist (785) 296-2882 (shirley.gilchrist@da.state.ks.us)
Mark Handshy (785) 296-7021 (mark.handshy@da.state.ks.us)
APPROVAL: Approved by Dale Brunton
SUMMARY: Clarifies the allowable private vehicle mileage reimbursement rate due to the elimination of Central Motor Pool vehicles. Also announces that the State of Kansas will not increase the privately-owned vehicle reimbursement rate to match the IRS increase.

In conjunction with the elimination of Central Motor Pool Vehicles, this circular is intended to clarify that if an agency determines that using a privately owned automobile is the most effective mode of travel, the reimbursement rate is $.36 per mile.

The $.36 per mile rate has been in effect since July 1, 2003 for travel in a private vehicle when a state vehicle is not available. KAR 1-18-1a provides that any state employee choosing to use a privately owned automobile when a state-owned or state-leased vehicle is available for use is to be reimbursed at the central motor pool rate for compact cars (unless the agency head determines that use of the state vehicle would be more expensive or the employee has a disability that requires the use of a privately owned vehicle that is specially equipped).

Effective December 1, 2003, there will no longer be a central motor pool rate to use in those circumstances. However, K.A.R. 1-18-1a also provides that, if a mode of transportation is available and is less costly than transportation by privately owned conveyance, mileage payments for use of a privately owned vehicle are to be limited to the cost of that other mode of transportation. Therefore, if an employee wants to drive a privately owned vehicle, but an Enterprise rental vehicle or state agency vehicle is available at a lower cost, the agency can limit the reimbursement to the cost of the Enterprise vehicle or state agency vehicle.

Each agency will be responsible for deciding whether to approve travel and which of the three available options - use of a state-owned vehicle, a privately owned vehicle, or an Enterprise rental vehicle - is appropriate and cost-effective given the circumstances of the travel.

Many of you are aware that the Internal Revenue Service (IRS) has announced an increase in the standard mileage rate to 37.5 cents per mile effective January 1, 2004. The State of Kansas will NOT raise the privately owned automobile reimbursement rate at that time. K.S.A. 75-3203a provides that the mileage reimbursement rate shall not exceed the lowest of the following rates:

  1. The rate allowed by IRS;
  2. The rate used in preparing the governor's budget report under K.S.A. 75-3721, and amendments thereto; or
  3. Any revision of the rate as specifically directed in appropriation acts of the legislature.


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