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Mileage Reimbursement for Field Supervisors

Responsible Department
Effective Date
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    The purpose of this policy is to establish a consistent procedure for reimbursement of mileage for field supervision trips.

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    1. Field Supervisors will be reimbursed for mileage for travel directly related to their field supervision duties. This policy pertains only to field supervision trips. For other types of trips, employees must follow the standard policies and guidelines pertaining to the type of travel involved.

    2. Mileage reimbursement will be at the high rate for use of a personal vehicle established by the State of Georgia which is in effect at the time the mileage is claimed.

    3. Neither per diem allowance nor lodging costs may be claimed for field supervision trips. For travel to conferences, workshops, or similar activities, employees are required to fill out a separate travel form.

    4. Mileage reimbursement claims must be submitted within 45 days of the earliest date of travel being claimed. Failure to do so could result in non-payment of travel. Per IRS regulations, any travel which lasts 60 days or more will be paid through Payroll and reported as income.

    5. Any College or Department which has employees in this category will provide the Office of the Comptroller with names of field supervisors and a properly signed “Mileage Rate Authorization for Field Supervisors” memo for each employee for each fiscal year that mileage is to be expected.
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    Support Info

    The Department of Administrative Services of the State of Georgia determines mileage reimbursement rates and publishes periodic changes to that rate which include the date a new rate is to take effect.

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    Any related operating procedures must comply with and should reference this policy.

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