SEIU 12: Mileage Reimbursement Policy

Except where indicated below, the County does not reimburse workers for home to work and work to home travel. Any disputes concerning the interpretation or application of the mileage reimbursement policy shall be referred to the Human Resources Director whose decision shall be final. After notification is received from the IRS indicating a change in its allowable mileage rate, the County will change its rate to coincide with the rate set by the IRS, as soon as possible.

Definition of Regular Work Location: The County facility(ies) or designated area(s) within the County where an worker reports when commencing his/her regularly assigned functions.

Any County facility(ies) or designated area(s) to which a worker is assigned for a period in excess of 20 consecutive work days shall ordinarily be considered a regular work location and, as such, not subject to employee mileage reimbursement. Temporary assignments that extend beyond 20 days may be considered for a mileage reimbursement eligibility extension not to exceed a total of twenty (20) additional work days. All approval authority for extensions rests with the Human Resources Director whose decision shall be final.

A worker is entitled to mileage reimbursement under the following conditions:

Once a worker arrives at his/her regular work location, any subsequent work related travel in the worker’s own vehicle shall be eligible for mileage reimbursement.  Travel to Trainings and Conferences.  If a worker uses his/her own vehicle for travel to and from any required training program or conference, the worker shall be entitled to mileage reimbursement for all miles traveled unless the worker is leaving directly from his/her residence, in which case the total shall be less the normal mileage to or from the worker’s regular work location.  If a worker uses his/her own vehicle for travel to and from any optional work related training program or conference the worker may, with department head approval, be eligible for mileage reimbursement up to the limits specified in paragraph “a” above.
A worker who is required to travel from his/her residence to a location other than his/her regular work location shall be entitled to mileage reimbursement for all miles traveled less the normal mileage to or from his/her regular work location.  Example: A worker lives in Burlingame and regularly works in San Mateo  distance home to work is 8 miles. Due to an early meeting the worker must travel from home to Redwood City (21 miles). The worker is entitled to 13 miles of reimbursement. This figure is arrived at by subtracting 8 miles (normal mileage from home to work) from 21 miles (home to Redwood City).

A worker who is required to engage in any work related travel at the conclusion of which the worker’s work day will be completed shall be entitled to mileage reimbursement for all miles traveled less the normal mileage from the regular work location to his/her residence.
Example: A worker lives in Palo Alto and regularly works in Redwood City  distance home to work is 13 miles. The worker has a meeting at Hayward (31 miles) which ends at 5:00 p.m. and therefore, the worker will go directly home (31 miles). The worker is entitled to 18 miles of reimbursement. This figure is arrived at by subtracting 13 miles (normal mileage from home to work) from 31 miles (distance from Hayward to home).

Exceptions to the above policy may be considered on a case by case basis by the Human Resources Director, whose decision shall be final.