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<br />52 | Page <br /> <br />Mileage Reimbursement Policy <br /> <br />Purpose and Scope: <br />The purpose of this policy is to define the terms and conditions under which the City will <br />reimburse employees when using their personal vehicles while engaged in City business. The <br />City encourages the use of city vehicles whenever possible. This policy shall also apply to <br />elected officials and board/commission members, but only when traveling outside of the seven- <br />county metro area while engaged in City business. <br /> <br />Policy <br />Employees using their personal vehicles while engaged in City business are entitled to <br />reimbursement for the lesser of ;1) miles actually driven to and from a meeting, training, or <br />temporary work location; or 2) the miles that would have been driven had the employee traveled <br />directly from and returned directly to their City workspace. Mileage Reimbursement is not <br />applicable to any employee receiving a monthly car allowance. <br /> <br />The business mileage reimbursement is clarified in the following two examples: <br /> <br />• An employee is attending an all-day training session that is 15 miles from his or her <br />workspace at Community Center but only 10 miles from his or her home. The employee opts <br />to drive directly from home to the training and directly back home at the end of the day, <br />without going to his or her workspace at Community Center. This employee would be <br />eligible for reimbursement for 20 miles total (10 miles each way). Another employee who is <br />based at Community Center lives 25 miles from the training and also drives directly from <br />home to the training and back again. This employee would be reimbursed for 30 miles total <br />(15 miles each way), because the distances from Community Center to the training is the <br />lesser of the two amounts. The principle is that the City will not reimburse more than the <br />actual miles driven, nor will it reimburse more than the mileage from Community Center to <br />the event simply because an employee happens to live further out. <br /> <br />• A second example would be an employee traveling from home to his or her regular <br />workplace at City hall and then leaving mid-day to attend a work-related function 12 miles <br />away in Minneapolis. The employee then drives directly home after the function, which is a <br />distance of 15 miles. This employee would be eligible for reimbursement for a total of 24 <br />miles – the actual miles traveled to the event and an equivalent amount back, because that <br />is the lesser of the distance back to City hall and the distance to their home. <br /> <br />Procedure <br />1. Employees seeking mileage reimbursement are responsible for submitting a mileage <br />reimbursement form within 60 days. This mileage reimbursement claim form is required for <br />federal accountability requirements and allows the reimbursement to be nontaxable to the <br />employee. <br />2. The supervisor is responsible for reviewing mileage reimbursement claim forms for <br />accuracy prior to approving in a timely manner. <br />3. Mileage reimbursement rates are set by the City of Brooklyn Park to coincide with the <br />standard rate at the time of travel allowed by the IRS which changes annually. <br />4. The mileage reimbursement is cut by Accounts Payable and sent to the employee.