Mileage Reimbursement

Purpose (Why we do this):

Horizon Realty Advisors (HRA) has adopted a mileage reimbursement policy to benefit our teammates. Teammates, if eligible, will receive compensation for putting their personal vehicles to business use.

Policy (What you’re supposed to do):

If you were approved to use your personal vehicle for business purposes and should be receiving compensation, please complete the Mileage Log and Expense Report. After completing, submit the form to your supervisor.

Please note: The standard mileage rate for the use of a car (and van) is $0.67 per mile driven for business use.

The IRA states that to qualify as a business journey, a trip must be:

1. Ordinary, meaning it is common or accepted in the industry.
2. Necessary, meaning it is appropriate or helpful to the company.
3. The majority of the journey has to be work-related.
4. Ex: if you stop to pick up some office equipment on the way back from visiting your parents, that does not qualify.

Examples:

1. Going to see a client
2. Attending a meeting
3. Seeing another employee or manager
4. Collecting business supplies
5. Running an errand on behalf of the company

Procedure (HRA Way!):

1. Employees should get approval from supervisor to use personal vehicles for business use prior to doing so.
2. If approved by supervisor, employees should keep accurate records of mileage usage.
3. Upon return, employees should complete and submit the Mileage Log and Expense Report to the supervisor.
4. Supervisor should review the Mileage Log and Expense Report for accuracy.
5. After approval, supervisor will add the mileage entry to the employee’s timecard via time and labor in Paylocity by adding a Pay Adjustment -> Piece Rate. From there you will enter the total number of miles in the units section. Paylocity will calculate the mileage reimbursement amount based off of the number of miles entered.

Resource:

• Mileage Log and Expense Report