Mileage rates and Motor Insurance
Staff Expenses
- Reporting to Revenue of Expenses paid to employees
- Guidelines for staff
- Checklist before submitting your claim
- Travel Policy
- Subsistence rates - Ireland & U.K.
- Subsistence rates - Elsewhere
- Mileage rates and Motor Insurance
- Expenses between home and place of work
- Advances
- Conference Allowance
- Club Travel
- Travel Insurance
- Submission of false or exaggerated claims
- Forms
- Contacts
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 the journey should be detailed in the appropriate space on the form. If various multiple trips are being claimed a simple spreadsheet can be attached giving these details for all the trips and the overall mileage noted on the 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.
Motor Travel Rates per Kilometre (from 1 September 2022)
| 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 |
41.80 cent |
43.40 cent |
51.82 cent |
| Band 2 |
72.64 cent |
79.18 cent |
90.63 cent |
| Band 3 |
31.78 cent |
31.79 cent |
39.22 cent |
| Band 4 |
20.56 cent |
23.85 cent |
25.87 cent |
Mileage rates in respect of journeys carried out by electric vehicles should be the rates applicable to engine capacity 1201-1500cc.
Please see the above table.
Motor Travel Rates per Kilometre (before 1 September 2022)
| 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 |
37.95 cent |
39.86 cent |
44.79 cent |
| Band 2 |
70.00 cent |
73.21 cent |
83.53 cent |
| Band 3 |
27.55 cent |
29.03 cent |
32.21 cent |
| Band 4 |
21.36 cent |
22.23 cent |
25.87 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 |
| 21.23 cent |
23.80 cent |
25.96 cent |
Bicycle Travel Rate
A rate of 8 cent per km is applicable to business journeys.
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 and confirm that business insurance is in place on the claim form.