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Mileage Reimbursements
The event will reimburse those that have driven based on the mileage reimbursement rate for the year. (2021 rate is $0.56/mile, Use the IRS standard business mileage rate ). Or, your event may also choose to budget a lower flat rate agreed-upon amount for trips rather than following the yearly mileage rate. (You may give a lower rate, but you may not give a higher rate.) For those that are driving that own the car being driven: For someone who is driving their own car, it is preferred that you calculate the cost using mileage rather than paying for specific gas receipts. This allows for equitable reimbursement for all drivers to account for both gas and wear and tear on the vehicle. Please ask each driver to track their odometer readings from their vehicles before and after the trip to substantiate the # of miles driven. For documentation for your event advance receipts, you'll need a handwritten receipt from the driver saying they received X amount of dollars from the (event name) for driving their car to _____ for this purpose_____ and include their vehicle's starting and ending odometer readings. If you are giving less than the standard business mileage rate, then write the amount you used to calculate the total amount given. Here's an example of a hand-written receipt for mileage reimbursement.... (If you are unable to get a handwritten receipt, then an email from the individual who received the funds can count as well.)
For those that are driving that are borrowing the car being driven: For those that are borrowing someone else's car to drive, there is reason to give compensation to both the driver who paid for gas and the owner of the vehicle for wear and tear on the car. In this situation, it makes sense for the event to pay for the specific gas receipt (rather than to use a mileage calculation) to reimburse the person who bought the gas. Then, it also makes sense for the event to compensate the owner of the vehicle for the use of their car towards the purpose of the event. Since you are not allowed to simply give someone cash or a gift card to say thank you for letting us borrow your car, we need to make it more official that this is a payment for the usage of a vehicle. In this situation, we would ask that you give the owner a copy of this invoice template and ask that they fill it out with a description that says why they are being paid. The amount they are paid should be agreed upon in advance (based on your budget) and all owners of the vehicles should receive the same amount across the board. This invoice will count as your receipt for your event advance.
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