Mileage Reimbursement Rates

IRS Rate Eligibility

Travelers may be eligible for mileage reimbursement at the IRS Business Rate only when one of the following conditions is met:

Round‑trip travel is under 100 miles.
Round‑trip travel is 100 miles or more and the traveler was unable to reserve a vehicle from Motor Pool.
Must request Motor Pool at least 48 hours in advance; written confirmation of vehicle unavailability is required.
Use of a motor pool vehicle is not possible (employee is located in an area not served by campus motor pools)
Round trip to a designated airport is at least 100 miles and results in lower combined airfare and mileage reimbursement than flying from the Waterloo Regional Airport.
The traveler is not a UNI employee.

Non-Designated Airports

Travel to non-designated airports is only permitted with a valid business justification.
Choosing a non-designated airport for the cost of obtaining a lower ticket, requires a price comparison showing the overall price to fly out of another airport was lower.
- This price comparison must include mileage, parking, meals, lodging, (any cost the individual will be reimbursed for), along with the airfare ticket.
Reimbursement will be based on the current University rate.

Drive vs. Fly

Mileage reimbursement is capped at $300.00 when driving to a destination where flying is the most cost effective option..
Travelers who choose to drive must submit a comparable airfare quote from a designated airport to support their claim.
If airfare is cheaper than driving, reimbursement will be limited to the lower-cost option unless a valid business justification is provided.
When multiple travelers share a vehicle and driving is more cost-effective than flying, the IRS rate is permitted.