10-9: Use of personal vehicles for state business

Effective: January 15, 2024
Approved by: Van Christensen
References: Utah Code 63A-3-107, Administrative Code R25-7.

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Purpose

This policy outlines the conditions for using personal vehicles for state business, choosing to drive instead of fly, driving through neighboring states, damage to personal vehicles, reimbursement rates, and car allowances.

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Definitions

Agency – Any agency, board, bureau, office, department, or other administrative subunit of state government. This definition includes the executive, legislative, and judicial branches.

Concur – Software used by the state to manage travel, reimbursements, and p-card transactions.

Designee – The person who has written permission from the executive director to act on their behalf. The executive director is responsible for selecting a designee who has the knowledge, skills, and experience to make decisions in the best interest of the agency.

Executive director – The executive leader of an agency.

Reimbursement – Money paid to compensate travelers for money spent while traveling on official business.

State mileage rate – A calculated mileage rate rounded to the nearest cent, based on the average of 2 GSA rates: (1) the rate labeled, “If use of a privately owned automobile is authorized or if no government-furnished automobile is available” and (2) the rate labeled “if a government-furnished automobile is available.” These rates are listed on the U.S. General Services Administration website.  

Traveler – Any person traveling on official state business for an agency or political subdivision. This definition includes employees, non-employees, board members, elected officials, vendors, volunteers, grant recipients, and award beneficiaries.

Travel request – The general term for asking permission to travel for state business. In Concur, the state’s travel software, travelers add their expected expenses to a request. Travelers who cannot use Concur use form FI 5.

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Policy

A – Approval of personal vehicles

1 – Agencies may approve the use of personal vehicles for state business but should use state fleet vehicles or rental vehicles when possible to reduce personal liability risk and mileage reimbursements for personal vehicles.

2 – Agencies should approve only the number of vehicles necessary. Agencies must coordinate with travelers to reduce the number of vehicles going to the same destination.

B – Choosing to drive instead of fly for business travel

1 – Travelers may choose to drive their personal vehicle instead of taking a flight when the estimated costs of driving are included in a travel request that is approved in Concur by the executive director or designee.

2 – Cost comparisons are not required; however, agencies may request a cost comparison from the State Travel Office to help the executive director make an informed decision regarding the cost of driving versus flying.

C – Driving through neighboring states

1 – Travelers are authorized to drive through neighboring states when traveling on routine state business and the route is the nearest or most practical to the destination in Utah. These scenarios are considered in-state travel.

D – Reimbursement for mileage

1 – Travelers are reimbursed the state mileage rate for mileage related to state business.

2 – Travelers are reimbursed for driving to and from the airport.

2a – Travelers who are driven to the airport by a friend or family member are reimbursed for 2 round trips to and from the airport.

3 – Only the owner of the vehicle may be reimbursed for mileage regardless of the number of people in the vehicle.

4 – Travelers are not reimbursed for personal mileage while traveling on state business, for example driving to restaurants or movies.

5 – Travelers are not reimbursed for mileage for commuting to and from their home and regular place of work.

E – Damage to a personal vehicle

1 – Damage to a traveler’s personal vehicle is the responsibility of that individual and their insurance company.

2 – A liability claim against a traveler in excess of the limits carried by the traveler on their personal automobile insurance policy may be covered by the GovOps Division of Risk Management.

F – Car allowances

1 – Car allowances may be allowed instead of mileage reimbursements in certain cases.

2 – Car allowances must have prior written approval from the executive director or designee and the GovOps Division of Fleet director or designee.

3 – Agencies must submit the above approvals and a memo that documents the following information to the GovOps Division of Finance payroll team:

• Employee name
• Employee number
• Department
• Division
• Agency unit
• Reason for the car allowance
• Monthly amount or pay period amount
• Beginning date
• Ending date (if applicable)

4 – Car allowances must be paid through the payroll system.

5 – Car allowances are taxable income and are subject to FICA and federal and state withholdings.

5a – Individuals who do not want the full amount taxed may submit detailed records of the business mileage to the GovOps Division of Finance payroll team who will determine the taxable amount.