Mileage Reimbursement

2012 Mileage Reimbursement Rates

The rate for business miles driven is unchanged from the mid-year adjustment that became effective on July 1, 2011. The standard mileage rates for the use of a car (also vans, pickups or panel trucks) will continue to be 55.5 cents per mile for business miles driven.

For additional information, please visit the December 9, 2011 IRS Announcement.

Only employees who have submitted a completed City Business Vehicle Request and Status Change Form (CBVR) will be able to have Mileage Reimbursement added to their timecards. The CBVR Form is required by all employees who use a personal vehicle for City business.

Please read Fiscal Accountability Rule 10.7 for official rules managing mileage reimbursement along with Executive Order No. 3 for official rules managing the motor vehicle program for the City and County of Denver.

Before you drive your personal automobile for business use:

You must have a completed and authorized City Business Vehicle Request and Status Change Form.
You must attend the required Defensive Driving Training. Contact your agency HR for additional information.
You must have and maintain personal automobile insurance*.

Tracking your mileage reimbursement:

Mileage claimed for reimbursement during regular working hours shall begin and end at the regular duty station. When the employee reports to a location other than their regular duty station, their mileage will begin at the first stop and end at the last stop where City business is conducted.
The City shall reimburse business mileage at the rate the U.S. Internal Revenue Service declares acceptable for the period involved.

To obtain mileage reimbursement:

The employee shall record the total mileage for official city business and other data each day on the Bi-Weekly Mileage Summary Form. The forms will be signed by the employee and submitted to their supervisor within five working days of the end of the bi-weekly payroll period and entered for reimbursement. If the employee fails to do so, the appointing authority, at their discretion, may deny reimbursement.
The Bi-Weekly Mileage Summary Form shall be maintained by the agency and available for review by the Controller. The Controller’s Office may perform an audit as it deems necessary.

* Liability and property damage carry liability and property damage insurance with the minimum coverage limits allowed in Executive Order 3, Motor Vehicle Program, but in no event lower than the minimum specified by the Colorado Auto Reparations Act.