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Use of Personal Vehicles for University Business

TO:All Faculty and Staff
 
FROM:Ron Dorn, VPAF
 
RE:Use of Personal Vehicles for University Business

The follow is Minot State University’s policy as it relates to the use of personal motor vehicles by university employees.

State law provides that a state employee, when required to travel by motor vehicle in the performance of official duty, shall use a state-owned vehicle whenever possible. When an employee drives a state fleet vehicle, the state’s liability coverage is primary should an accident occur. If an employee drives a personal vehicle on state business, the employee’s personal insurance is primary. If an employee must drive a personal vehicle because no state fleet vehicles are available, then the state would have primary responsibility. Because of the law and insurance provisions, the university strongly recommends the use of state fleet vehicles for employees who are required to travel by automobile in the performance of official business.

If an employee chooses to use a personal vehicle when a motor pool vehicle is available, reimbursement will be made at the rate of $0.50 per mile (increased from $0.40 per mile as of July 1, 2009) for each mile actually and necessarily traveled in the performance of official duty. If an employee must drive a personal vehicle because no state fleet vehicle is available, reimbursement will be made at the rate of $0.55 per mile (maximum state rate).To receive the higher mileage rate an employee must receive in writing from motor pool a statement saying that a state vehicle is not available during the time period requested and must attach their statement to their travel request voucher. Reimbursement for use of personal vehicles outside of the state will be at the rate of $0.50 per mile to a geographic point 300 miles from the border of the state and $0.18 per mile for the remaining distance.

Approved July 1, 2009