When using a vehicle during a program, the driver cannot be reimbursed for gas expenses.
However, the driver can be reimbursed for mileage, at the rate of 57 cents/mile for staff and 14 cents/mile for students & volunteers. This mileage reimbursement can be tracked and completed on the Urban Program Expense and Advance Report.
Mileage reports must be DETAILED, tracking each mile driven on each leg of the trip
for example, track the mileage "from housing to ministry site" and "from ministry site to grocery store"
After tracking their mileage, please reimburse your staff or students directly, out of your cash advance, making sure to not reimburse them more than 57 cents/mile for staff and 14 cents/mile for students & volunteers. Reimbursing them directly saves time and paperwork.
Often programs cover gas expenses in a weekly per-diem for gas, groceries, and other expenses. This is an acceptable way to cover driving expenses,as long as mileage is still logged, and the gas portion of the per-diem does not exceed the 57 cents/mile reimbursement rate for staff or the 14 cents/mile reimbursement rate for students and volunteers.
