Mileage Reimbursement

SCC will provide mileage reimbursement for qualified and approved business trips where an employee is required to drive their personal vehicle. To qualify as reimbursable, the business trip must have an approved business purpose and be beneficial to SCC and its operations. The following conditions apply:

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• Traveling between the employee’s home and an assigned work site (other than the employee’s primary assigned clinic) will not be reimbursed unless the assigned work site is 45 or more miles from the employee’s home or the employee’s primary assigned clinic.

• When using a personal vehicle to attend an approved business-related event or function, employees will be reimbursed only if the event is more than 45 miles from employee’s home or primary assigned clinic.

• For the employee temporarily working in a location different from their primary assigned workplace, no reimbursement will be provided. Temporary is defined as assigned to a clinic for two (2) or more consecutive weeks.

• Any employee using their personal vehicle for business and requesting mileage reimbursement must maintain the following liability coverages on their vehicle:

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1. Bodily injury to or death of one person-$25,000

2. Bodily injury to or death of two or more persons-$50,000

3. Property damage in any one accident-$10,000

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• SCC will determine the reimbursement by multiplying the shortest route miles by the current Standard Mileage Rate published by the IRS. This rate is set every January. The Standard Mileage Rate set by the IRS covers both variable costs (the cost of maintenance, gas, oil, and repairs) and fixed costs of operating a vehicle (insurance, registration, lease payments, and depreciation). Example: When traveling between any of the Santa Fe Clinics and the Jefferson Clinic, the established miles for reimbursement will be set at 59 miles.

• All mileage reimbursement requests must be submitted through the Workday Self-Service Portal by the 8th day of the month following the month in which they were driven. Failure to do so will result in the reimbursement request being denied.

• Employees must not use their personal vehicles to transport clients/patients. If an employee considers that such action is necessary, advanced management approval must be received.

• SCC has the right to modify or terminate the related policy at its sole discretion due to legislative changes or other reasons.

Submitting A Mileage Reimbursement:

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• Submission of Mileage Reimbursement

  • Within the Workday Self-Service Portal, enter ‘create expense report’ in the search bar at the top of screen. Select same from drop-down menu.

  • Select ‘Create New Expense Report’ or ‘Copy Previous Expense Report.’ (if applicable)

  • Verify ‘Expense Report Date’ and choose your ‘Business Purpose’ from the selection, then click ‘ok’.

  • Ensure you are on the ‘Expense Lines’ tab screen then click the orange ‘Add’ button.

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     From this screen search the ‘Expense Item’ for the appropriate ‘Mileage’ category. When Mileage - Clinic

     to Clinic is chosen there will be a flat rate populated in the total amount field for a round trip.  When

     Mileage-Other Purpose or Mileage associated with Travel is chosen, enter the miles shown on your map.

     Enter in the ’Memo’ field a description of the eligible business purpose including the starting and ending

     points and whether it was a round trip if needed. Use the ‘Drop files here’ box to select a file containing

     your insurance card and a map if needed then click ‘Submit.’

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Instructions for how to submit a Mileage Reimbursement In Workday is located in the related documents section in the upper right-side of this page.

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