Mileage Reimbursement Policy

Purpose: This policy outlines the guidelines based off industry standards for mileage reimbursement for Platow Tile LLC team members who are required to travel to various job sites as part of their duties.

Scope: This policy applies to all team members who use their personal vehicles for business travel beyond their normal commute to and from their designated primary workplace.

Policy Details:

  1. Normal Commute Definition:

    • The “normal commute” is defined as the distance from an employee’s home to the primary place of work, up to 40 miles one way.

  2. Reimbursement Eligibility:

    • Employees will be eligible for mileage reimbursement for business travel that exceeds the 40-mile one-way normal commute.

    • The reimbursement will cover only the additional miles beyond the normal commute.

  3. Mileage Rate:

    • Reimbursement will be calculated based on the current IRS standard mileage rate, which covers the cost of operating the vehicle for business use.

    • As of the date of this document, the IRS standard mileage rate is $0.585 per mile. Please note that this rate is subject to change per IRS guidelines.

  4. Reimbursement Procedure:

    • Employees must submit a mileage reimbursement request through the company website at the end of each week. If submittal is not received by the following Monday, the reimbursement will be forfeited.

    • The request should include the date of travel, the starting location, and the destination. The total number of miles driven beyond the normal commute will be calculated by the administration team using travel data provided by a navigation mapping software.

  5. Documentation:

    • Employees are recommended to maintain a log of their business travel, including dates, miles traveled, and business purpose.

    • Reimbursement requests must be submitted by this log. Written or verbal submittal will not be approved without being accompanied with this online submittal form.

  6. Approval Process:

    • All reimbursement requests will be subject to approval by the employee’s supervisor and the Director of Administration.

    • Approved reimbursements will be paid out in the following payroll cycle after submission.

  7. Additional Information:

    • “Normal commute” travel from home to the primary place of work and back is not eligible for reimbursement, only miles travelled beyond the “normal commute” of 40 miles.

    • Mileage reimbursement will be calculated using GPS distance from home to primary place of work.

    • Reimbursement will only be provided for miles driven over the “normal commute” amount from home to primary place of work, and from primary place of work to home at the beginning and end of the day respectively.

    • Based off our current policy team members who have been provided with a company vehicle will not receive reimbursement for mileage unless an “out-of-town” project is being performed. In such cases, a per diem and lodging structure will be provided.

    • Any travel not related to business purposes will not be reimbursed.

    • It is recommended that employees notify their direct supervisor or administrative staff of mileage reimbursement form submittal to ensure it has been properly received before the following week in order to avoid a forfeit of reimbursement.

Please fill in the form fields below to provide the necessary details required for mileage compensation.