UWO Finance Mileage Reimbursement: A Comprehensive Guide

Western University (UWO) understands that employees and students sometimes need to use their personal vehicles for university-related business. To offset the costs associated with this, UWO offers a mileage reimbursement program governed by its financial policies. This guide provides a clear overview of UWO’s mileage policies, eligibility, claim procedures, and considerations.

Eligibility and Authorized Travel

Generally, employees (faculty and staff) and students acting on behalf of the university, such as for research or field work, are eligible for mileage reimbursement. However, it’s crucial to ensure the travel is pre-approved by the appropriate department or supervisor. Commuting between your home and your regular place of work is *not* eligible for reimbursement. Reimbursement is intended for travel *required* for university business, such as attending conferences, visiting research sites, or performing outreach activities in different locations.

Mileage Rate and Allowable Expenses

UWO’s mileage rate is aligned with Canada Revenue Agency (CRA) guidelines. The current rate is published by Financial Services and can usually be found on the university’s finance website. This rate is designed to cover costs like fuel, maintenance, and wear and tear on the vehicle. Besides mileage, you may also be able to claim parking fees and tolls incurred during your authorized travel, provided you have receipts. These additional expenses should be listed separately on your reimbursement claim.

Claim Procedure: Getting Reimbursed

To claim mileage reimbursement, you’ll typically need to complete an expense report form. This form is usually available online through your department’s administrative resources or the university’s central financial services portal. The form will require you to provide detailed information about your trip, including:

• Date(s) of travel
• Destination(s)
• Purpose of travel
• Starting and ending odometer readings
• Total distance traveled

Attach supporting documentation, such as receipts for parking and tolls, to your expense report. Ensure the form is signed by you and approved by your supervisor or department head. Submit the completed form to the designated department responsible for processing expense reimbursements. Keep a copy of the submitted form and supporting documents for your records.

Important Considerations

Before claiming mileage, review UWO’s financial policies to ensure full compliance. Keep accurate records of your travel, including odometer readings and receipts. Familiarize yourself with any departmental guidelines or restrictions on travel reimbursement. If you are unsure about any aspect of the policy, contact your department’s administrative staff or UWO Financial Services for clarification. Understand that the university might have preferred vendors for certain types of travel. Using your personal vehicle might be discouraged if cheaper or more efficient alternatives, such as university vehicles or public transportation, are available. Failure to comply with UWO’s mileage policy could result in delays in reimbursement or, in some cases, denial of the claim. Finally, be aware that mileage reimbursement may be considered taxable income, so it is important to consult with a tax professional for personalized advice.