Personal Vehicle Mileage Reimbursement

Updated July 16, 2022

From time to time, HPE employees may be requested to travel for an errand that is necessary for a project site. In addition to receiving hourly compensation, an employee who travels in their own vehicle for a job site errand qualifies for Mileage Reimbursement at a rate of 67 cents per mile (as of January 01, 2024).* Employees who are traveling in their personal vehicle between the HPE shop and a job site also qualify for Mileage Reimbursement only if a company vehicle or ride is unavailable and as long as the employee is in good-standing and has not received any disciplinary action, nor has caused avoidable damage to company or customer property within the last three (3) months of eligibility.**

Mileage Reimbursement is a benefit that may be eliminated at any time without advance notice. Mileage Reimbursement is a benefit that may be eliminated at any time without advance notice.

To receive mileage reimbursement, employees must report the miles in their daily timesheet entries. Mileage reimbursement work is work you are performing with your personal vehicle, i.e. transporting material to or from a project site, or running an errand for your project site or for HPE. Each logged drive for reimbursement must include the following IRS requirements to receive reimbursement:

  • The correct date, start and end time for each drive

  • The correct departure and arrival location.

  • The reason for the vehicle use (i.e. “pick up extra pipe fittings”, “get fuel for machines”, or “traveling to job site”)

  • The project site the travel time is for

  • The total miles driven, or start and stop odometer readings

It is the employee’s responsibility to correctly submit their information in order to receive Mileage Reimbursement. Timesheets submitted with missing or incorrect mileage reimbursement data will not receive reimbursement. In order to meet IRS guidelines, the employee is responsible for keeping the above personal record of miles for reimbursement, should you be required to produce them for an IRS audit.

* All employees, regardless of standing or history of recent damage, qualify for job site errand Mileage Reimbursement, as long as all necessary data is provided within a timesheet entry, per the instructions given.

** Employees who have a recent record of damage will not be eligible for Off-the-Clock Mileage Reimbursement for a period of 3 months from the time the damage is reported.