Beginning October 14, 2026, two new mileage reimbursement options will be available in Workday to streamline the submission, review and reimbursement of business travel mileage. The new options support both traditional point-to-point business travel and recurring business driving activities throughout the year.
When Is Mileage Reimbursement Allowed?
Mileage reimbursement is available when an employee incurs personal vehicle mileage:
- For authorized university business travel with a documented business purpose.
- For limited business use that has been authorized by the employee's unit.
Important: Normal daily commuting between an individual's home and regular workplace is considered a personal expense and is not eligible for reimbursement.
Choosing the Correct Mileage Option
When submitting an Expense Report, select the mileage option that best aligns with the travel being reimbursed.
Mileage
Use for point-to-point business travel, such as driving to a conference, meeting, training event, or other business destination.
Key features include:
- Uses Google Maps functionality to calculate mileage between locations.
- Supports diversion adjustments when applicable
- Typically associated with a business trip that requires a Spend Authorization.
*Important Restriction: Travelers should not create or submit mileage reimbursements in Workday while physically located in the following restricted or sanctioned territories: China, Crimea, Cuba, Donetsk People's Republic, Iran, Luhansk People's Republic, North Korea, Syria, and Vietnam. If mileage-related expenses are incurred in one of these locations, wait to create and submit the Expense Report until you have returned to the United States or are in a non-restricted location.
Mileage (Blanket)
Use for recurring, authorized business travel that occurs over an extended period, such as visits to Extension offices or other business locations throughout the fiscal year.
- Requires an approved Blanket Spend Authorization.
- Attach the required mileage log documenting the series of business trips.
- Multiple trips may be combined into a single reimbursement request (for example, monthly).
Additional Guidance
- Refer to the Mileage Guide (Coming Soon).
- Contact the Travel Office.