Home > Travel > Personal Car Mileage

Personal Car Mileage

Employees should be traveling in the best interest of the state and the most cost-effective way possible.  Per the OSC Travel Manual “If available, state vehicles should always be considered when the use of an automobile is required.”

Since our campus has a fleet of state vehicles available for use, a state vehicle should be used as the mode of transportation.

Please also remember that renting a vehicle may also be a more cost-effective mode of transportation.

• Enterprise contract pricing can be found here: Enterprise Reservations Our corporate account number is XZ24A19.  
• If you are renting a vehicle from a location that is OUTSIDE of the State of New York you should be using Hertz, not enterprise Hertz Reservations Our corporate account code is 2015462.
• You must enter the corporate codes to get the contract pricing.

If you are not taking a state vehicle, Traveler’s must perform a cost comparison between renting and driving their own vehicle. State guidelines provide that travelers will be reimbursed at the lesser of the two costs. This comparison can be performed with the Cost Comparison Worksheet.

Please note: If you prefer to take your own vehicle regardless of state car availability, you will need to complete the Cost Comparison Worksheet using the current state vehicle rate. (To find the most current rate, use Travel Authorization Form (T-1) located under travel forms.)

A mileage worksheet should accompany your travel voucher ANYTIME a traveler is to receive reimbursement for personal vehicle mileage along with Google Map directions as back up for the miles traveled. Charges for fuel, repairs, depreciation, antifreeze, towing, and other similar expenditures will not be allowed. These are considered operating costs of a vehicle and are covered in the mileage allowance.

Please also note that if you are using a personal vehicle for work related travel, the insurance on the personal vehicle will be responsible for any claims should there be an accident.

For employees traveling within 35 miles from both their official work station and home, travel reimbursement for personal car mileage will follow the "Lesser of Mileage Rule" as is stated in the OSC travel manual. The Office of the State Comptroller (OSC) Travel manual also states it is the traveler’s responsibility to know state travel rules and regulations and the agency’s specific travel policies and procedures.

• Lesser of Mileage Rule Examples