Mileage Reimbursement Policy and Procedure

Basic information

Mileage Reimbursement Policy

Use of a personal vehicle for official Calvin business will be remunerated on a per mile basis at the rate established by Calvin. See Calvin's travel policies for complete guidance on travel-related expenditures. Notification of periodic rate changes will be made through Calvin-News by the Controller.

Mileage Reimbursement Procedure

  1. Obtain verbal approval from the budget officer (or supervisor if the purchaser is the budget officer) prior to using personal vehicle for College business.

  2. Complete a Travel Expense Report according to instructions on the reverse side of the form.

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  4. Sign name at bottom of the Travel Expense Report. An original signature is required. No stamps are permitted.

  5. Obtain budget officer’s signature on the Travel Expense Report. If the budget officer is the purchaser, then the budget officer’s supervisor should provide the second signature.

  6. Submit the Travel Expense Report to Accounts Payable in the Financial Services Office. The check will be distributed per the requisitioner’s instructions on the form. If the check is required within a tight time-frame, it is advisable to hand deliver the reimbursement form to Accounts Payable.

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