Mileage reimbursement

Vehicle - Personal use

Per IRS regulations, business use of a personal vehicle is eligible for reimbursement. Gettysburg College follows the IRS reimbursement rates and are subject to change.  

2026 Mileage Rates:

January  1 - June 30, 2026: 72.5 cents per mile

July  1 - December 31, 2026: 76 cents per mile

The rate for calendar year 2025 was 70 cents per mile and 2024 was 67 cents per mile. 

Requirements for reimbursement

  • Employee Reimbursement Form with explanation of the business purpose
  • Document mileage driven with either start/stop odometer readings or a mapping tool printout. Subtract daily commute miles from total mileage if applicable.
  • IRS regulations require that your daily commuting mileage from home to work is to be subtracted from any mileage reimbursement when travel begins/ends from home instead of the College.
  • Calculation worksheet on page 2 of the Employee Reimbursement Form
  • Examples:
    • Sample Calculation #1: An employee lives in Littlestown and drives to Harrisburg for a conference. Total round trip mileage is 93.20. Their daily round trip commute to the College is 20.38 miles. They can be reimbursed for $72.82 miles.
    • Sample Calculation #2: An employee lives in Camp Hill and drives to Harrisburg for a conference. Total round trip miles is 7.94. Their daily round trip commute to the College is 69.24. They are not eligible for reimbursement.
    • Sample Calculation #3: An employee leaves the College and drives to BWI for a conference then returns to the College. No daily round trip commute deduction is required.

Gas / Fuel Purchases

Gas and Fuel purchase reimbursements are allowable for rental or college owned vehicles only.

Moving

Employee's may request reimbursement for moving-related travel expenses. These requests should be directed to HR or the Provost Office for authorization.  The mileage reimbursement rate for moving is as follows:

  • January 1 - June 30, 2026: 20.5 cents per mile
  • July 1 - December 31, 2026: 23.5 cents per mike
  • 2024 and 2025: 21 cents per mile 

Moving related taxable expenses are taxable to the employee.