Mileage rates and Motor Insurance

Mileage

Faculty and staff may claim mileage in respect of business journeys. However, where possible, public transport should be used where it is available. Staff should always ensure that their mileage claims are kept to a minimum and represent value-for-money for the University.

The mileage rates which may be claimed are those outlined by the Department of Finance and are detailed below.

Where a faculty or staff member travels to a location direct from home or returns home direct, the mileage payable is calculated by reference to the distance from home or normal place of work, whichever is the lesser.

When claiming mileage, the date, starting point and destination and distance travelled for each journey should be detailed in the appropriate space on the T1 claim form.

Faculty and staff should ensure that their insurance policy provides cover for using their car for business use and sign the declaration re business insurance being in place on the claim form.

In submitting mileage claims, faculty and staff should attach back-up confirming the purpose of the journeys being undertaken. i.e. emails confirming meetings, explanatory notes, etc.

Mileage rates changed on 1 April 2017. Journeys undertaken prior to 1 April should be claimed at the old rates with the new rates used for journeys after 1 April 2017.

Motor Travel Rates per Kilometre (up to 31 March 2017)

Official Motor Travel (Oct-Sept each year)

Engine Capacity up to 1,200cc

Engine Capacity 1,201cc to 1,500cc

Engine Capacity 1,501cc and over

Up to 6,437 km

39.12 cent

46.25 cent

59.07 cent

6,438km and over

21.22 cent

23.62 cent

28.46 cent

 Motor Travel Rates per Kilometre (from 1 April 2017)

Official Motor Travel (Oct-Sept each year)

Engine Capacity up to 1,200cc

Engine Capacity 1,201cc to 1,500cc

Engine Capacity 1,501cc and over

Band 1
0-1,500km

37.95 cent

39.86 cent

44.79 cent

Band 2
1,501-5,500km

70.00 cent

73.21 cent

83.53 cent

Band 3
5,501-25,000km

27.55 cent

29.03 cent

32.21 cent

Band 4
25,001km and over

21.36 cent

22.23 cent

25.85 cent

Reduced Motor Travel Rates per Kilometre (from 1 April 2017)

The reduced mileage rates apply when an officer uses a private vehicle to attend a training course/conferences, etc. where public transport was not available. Full mileage is only allowed where an officer uses their car to transport others to a training course/conference or are themselves a presenter at a training course/conference rather than an attendee. The reduced milage rate applies regardless of what mileage has accumulated to date. 

Engine Capacity up to 1,200cc

Engine Capacity 1,201cc to 1500cc

Engine Capacity 1,501cc and over

16.59 cent

17.63 cent

18.97 cent

 

 Motor Insurance

Staff using their private car on University business must ensure that their private motor insurance policy covers business usage. When claiming for mileage, car details including car make, cc, registration number, insurance company and confirmation that business insurance is in place must be detailed on the claim form.