Dubuque County Library District

Mileage Reimbursement Policy

Use of Personal Vehicles and Mileage Reimbursement Policy

All employees using their personal vehicles for Library business must provide upon request to the Library Director proof of insurance.  Coverage must have a minimum of $100,000/$300,000 combined single limit coverage for bodily injury and property damage.

All employees required to use their personal cars while engaged in Library business are entitled to reimbursement subject to approval by the Library Director.

Mileage reimbursement does not include the normal commute to and from work. Mileage reimbursement will cover only those miles driven above and beyond the employee’s commute to his/her assigned branch.  When library business driving originates from home, staff must subtract the distance between home and the assigned branch from the total miles logged.

Staff members working in multiple locations, such as for programs, will receive reimbursement for mileage in excess of the round-trip distance driven between the staff member’s residence and their assigned branch.  Assigned branch” is defined as the library branch(es) where a staff member is scheduled on a regular basis by the Library Director.

Any staff member who is sent to another branch as an emergency substitute, for required meetings, or training qualifies for reimbursement.  Substitute assignments of two weeks or more will be considered as an additional assigned branch.  For staff meetings, the location of the meeting is the employee’s assigned branch for the time of the meeting.

The exception to this policy is the regular courier route between branches.  The courier may request mileage reimbursement for the miles traveled for delivering materials between the branches excluding the miles from his/her home to the first branch location.  The courier shall drive the most efficient route between the branches on this regular delivery schedule.

Employees must note the date, point of departure, point of destination, and the purpose for each trip.  Employees are entitled to reimbursement for parking expenses incurred in the course of Library business away from their assigned office or branch.

The rate of reimbursement per mile is established by the Internal Revenue Service.

Mileage report forms must be submitted monthly, one week previous to the date of the monthly board meeting.

Forms must include the total miles driven and the total amount of reimbursement requested.  For consistency and accuracy, use Google Maps to determine distances, not vehicle odometers.  Forms must be signed and dated.

 

Adopted by the Board of Trustees 4/17/2017

 

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