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Mileage Computation

Mileage computation when home and office addresses are different

From Bill Bogue

Questions have been raised regarding the appropriate way to compute mileage when a staff member lives in a different town than her/his home office. The following paragraphs give examples of computing mileage reimbursement. If you have questions, please consult with your area director or give me a call.

Examples of mileage reimbursement

The staff member lives in Ogden (10 miles west of Boone). The staff member's home office is in Boone. The staff member is responsible for a round trip from home (Ogden) to the office (Boone) each day that he/she works and cannot charge mileage for these 20 miles.

1. The staff member leaves from the Boone office for an afternoon meeting in Ogden and does not return to the county office. He/she cannot charge mileage for travel to the meeting (except for in-town mileage from their home residence to the location of the meeting). The staff member only made one round trip from his/her home to the office--no reimbursement is allowed for the one round trip.

2. The staff member leaves from the Boone office at 10:00 a.m. for a meeting in Ogden and returns to the county office from the meeting at 3:00 p.m. In this case, the mileage is reimbursable (Boone to Ogden to Boone = 20 miles) because it represents a second round trip for the day.

3. The staff member goes to a meeting in Fort Dodge (mileage from Boone to Fort Dodge is 50 miles; mileage from Ogden to Fort Dodge is 45 miles). The staff member leaves at 3:00 p.m. from the Boone office for the meeting in Fort Dodge and returns directly to Ogden following the meeting at 10:00 p.m. The staff member should charge mileage from Boone to Fort Dodge to Ogden = 95 miles. The return mileage from Fort Dodge to Ogden is used because mileage is computed from the employee's office or home, whichever is less.

4. The staff member goes to a meeting in Ames, which is located 10 miles east of Boone (mileage from Boone to Ames is 10 miles; mileage from Ogden to Ames is 20 miles). The staff member leaves at 3:00 p.m. from the Boone office for the meeting in Ames and returns directly home to Ogden following the meeting at 10:00 p.m. The staff member should charge mileage from Boone to Ames to Boone = total of 20 miles. The return mileage from Ames to Boone is used because mileage is computed from the employee's office or home, whichever is less.