GA^3 Mileage Reimbursement

• MIT reimburses mileage at the standard IRS Business Mileage Rate
  • 2025 rate: 70 cents/mile - email ga3-treasurer@mit.edu if this is out of date
• Do NOT directly upload gas station receipts. Instead, upload a screenshot of Google Maps showing the mileage from the start location to the destination.

Example Google Maps Screenshot

Your completed RFP should look something like this.

Name this RFP

• Template: [Sub-Budget Code]; [Event Date]; [Your Initials]
• Where:
  • [Sub-Budget Code] is from the current semester’s budget spreadsheet or Funds Viewer
  • [Event Date] is the date of the event in the following form MMM DD (e.g. Jan 31)
  • [Your Initials] are your initials (e.g. AJF)
• Example: SOC 1.1; Jan 31; AJF

Date of Service

• The Date of Service is the date of the drive in the form MM/DD/YYYY.

G/L Account

• 420050 - Travel Expenses
• For this type of reimbursement, always use this G/L Account unless otherwise instructed.

Cost Object

• 1462834
• For this type of reimbursement, always use this Cost Object unless otherwise instructed.

Amount

• The total amount to be reimbursed, which is the total number of miles times the current IRS Standard Mileage Rate (see above for current rate). Do NOT include a $.

Explanation

• Write a few sentences containing all the following material:
  • [Reimbursement calculation]
  • [Drive origin]
  • [Drive destination]
  • [Total mileage]
  • [Number of passengers]
  • [Name of event drive was for]
  • [Date of drive]
  • [Location of event]
  • [Approximate number of attendees]
• Example:

Driving 439 miles from MIT (77 Massachusetts Ave, Cambridge, MA 02139, USA) to the White House (1600 Pennsylvania Ave, NW Washington, D.C. 20500).
Car contained 3 additional passengers.

0.70 ($/mi) * 439 (mi) = $307.30

Drive was for the GA^3 DC Tour.
The event was held on 01/31/2022 in Washington DC.
There were approximately 50 attendees.