Employees who use their personal vehicles for approved work activities are eligible for mileage reimbursement up to $50 per pay period.

Eligibility

Reimbursement applies when:

• Transporting clients during billable services.

• Traveling alone for pre-approved work-related activities during the workday (not commuting).

  • The first 30 miles per day are not reimbursable.

• Mileage must be entered the same day of service.

• Current reimbursement rate: $0.40 per mile (subject to change).

• Not available to contract/1099 employees.

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Mileage Cap

• Personal vehicle mileage is capped at 125 miles ($50) per pay period.

• Employees should track their own mileage and use company vehicles whenever possible.

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Submission & Deadlines

• Mileage must be entered on the day of service using the approved tracker.

• Managers must review and submit mileage with payroll (the first business day after the pay period ends).

• Late submissions will not be paid.

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Approval Process

1. Employee records mileage on the same day of service.

2. Manager reviews for accuracy, removes 30 miles if applicable, and confirms odometer readings.

3. Manager approves or denies and includes approved miles in the payroll report.

4. Director of Operations verifies and forwards to HR for payment.

5. Approved mileage is paid with the regular semi-monthly payroll.