Mileage Reimbursement
Purpose
The purpose of this policy is to outline the procedures and guidelines for reimbursement of work-related travel expenses for employees of Pax Fauna.
Scope
This policy applies to all employees of Pax Fauna who incur travel expenses related to their work duties and is intended for local travel only. For travel on trips, refer to the Pax Fauna Travel Policy.
Policy Guidelines
Eligibility
- All employees of Pax Fauna are eligible for reimbursement for work-related travel.
- Work-related travel is defined as travel that is required by the employee’s work duties.
- Employees attending events without responsibilities germane to the role they are employed in (such as someone other than the campaign coordinator attending text bank shifts or socials) are considered to be acting as volunteers and are not eligible for mileage reimbursement.
Modes of Transportation
1. Personal Vehicle Use:
- Reimbursement will be based on the standard IRS mileage rate.
- Employees are responsible for the daily equivalent of a commute from their residence to the "PAF House" in Denver. Mileage beyond this baseline is reimbursable.
- In the case of carpooling, the entire driving distance is eligible for reimbursement without the need to subtract the baseline commute. Carpools should include the passengers' names in the trip descriptions. Volunteer passengers count towards this policy.
2. Public Transportation:
- Reimbursement will be based on the actual cost of the public transport fare or mileage as if a personal vehicle was used, whichever is preferred.
- Employees are required to submit evidence of the fare (e.g., tickets, receipts, or a screenshot of the route on Google Maps or similar).
3. Rideshare Services (e.g., Uber, Lyft):
- Reimbursement will be calculated based on the driving distance as if the employee used a personal vehicle, using the standard IRS mileage rate.
Documentation and Submission
- Employees must maintain accurate and timely mileage logs, specifying the reason for travel. We recommend using an app such as MileIQ.
- Submissions for reimbursement should be made through the Divvy platform.
- Required documentation includes:
- For personal vehicle use or rideshare: Mileage logs and brief description of the travel purpose are sufficient; no further documentation is needed.
- For public transport: Tickets or receipts.
Reimbursement Process
- Reimbursements will be processed monthly through Divvy.
- For the onset of this policy, employees can backdate travel expenses starting from November 14th. These must be submitted by December 31st. Going forward, mileage should be submitted by the end of the next calendar month following travel.
Policy Compliance
- Employees are expected to comply with this policy and provide accurate information.
- The organization reserves the right to audit travel claims and deny reimbursement for claims that do not comply with this policy.
Amendments and Updates
- This policy is subject to review and amendments. Changes will be communicated to all employees in a timely manner.
Questions and Clarifications
- Any questions or need for clarifications regarding this policy should be directed to the Program Lead.
Directions for Submitting Mileage Reimbursement
Login to app.divvy.co
Select “reimbursements”
Select “New reimbursement”
Select the appropriate category. If you’re not subtracting a commute, then you can use “from Google Maps”. If you’re using public transportation, use “out of pocket”
Connect your bank account. You will only need to do this once.
Under “reason for travel” be specific and enter the names of any passengers.
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