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STATE OF CONNECTICUT |
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NANCY WYMAN
COMPTROLLER |
OFFICE OF
THE STATE COMPTROLLER
55 ELM STREET
HARTFORD, CONNECTICUT 06106-1775 |
MARK OJAKIAN
DEPUTY COMPTROLLER |
MEMORANDUM NO. 2002-03
January 25, 2002
TO THE HEADS OF ALL STATE AGENCIES
Attention:
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Chief Administrative and Fiscal Officers, Business Managers, Payroll and Personnel Officers
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Subject:
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Increase in Mileage Reimbursement Rates
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I. PURPOSE
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The purpose of this memorandum is to notify agencies of increases in
the General Services Administration (GSA) mileage reimbursement rate and
the standard mileage rate and to clarify what each rate is used for.
II. AUTHORITY
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In accordance with the Federal Register dated January 15, 2002 and
General Notice 2002-01 from the Office of Labor Relations.
III. GSA MILEAGE RATE
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The General Services Administration of the Federal Government sets the
mileage reimbursement rate for federal employees. The GSA rate is the
mileage reimbursement rate for use of a privately owned vehicle on
official work-related travel. The General Services Administration mileage
reimbursement rate is increased from 34.5 cents to 36.5 cents per mile for
use of privately owned automobiles when authorized as advantageous to the
Government. By Federal law, the GSA mileage reimbursement rate cannot
exceed the IRS standard mileage rate.
IV. IMPACT ON STATE MILEAGE REIMBURSEMENT RATES
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The GSA rate is used as the mileage reimbursement rate for many State
of Connecticut collective bargaining units. The "mileage
reimbursement rate" under many State collective bargaining unit
agreements is subject to upward adjustment within 30 days of the revision
to the Federal GSA rate. Agencies should refer to the applicable
collective bargaining agreements for details.
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The mileage reimbursement rate increase is effective for travel on or
after February 21, 2002 for employees using personally owned vehicles for
official State business.
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The increased rate applies to Managers, Confidential and
non-represented employees and the following collective bargaining units:
NP-2, NP-3, NP-4, NP-5, NP-6, NP-7, P-1, P-2, P-3A, P-3B, P-4 and P-5.
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Managerial employees governed by the Boards of Higher Education are
notified by their respective boards.
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V. STANDARD MILEAGE RATE
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The standard mileage rate is set by the Internal Revenue Service for
business use of an automobile. The Internal Revenue Service announced in
Revenue Procedure 2001-54 that the standard mileage rate for business use
of an automobile has been increased to 36.5 cents per mile effective
January 1, 2002. The rate for moving expense purposes has been increased
to 13 cents per mile.
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The standard mileage rate is used as a criterion for determining W-2
reportability of mileage reimbursements made for business use of personal
vehicles. The excess of an employee's mileage payment reimbursed at a
rate higher than the standard mileage rate of 36.5 cents is reportable.
VI. PAYROLL PROCEDURES
- The CO-17XP-PR, Employee Payroll Reimbursement form is to be completed
when reimbursing an employee for mileage. The payment is processed through
the Payroll Services Division.
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A. Payroll coding information for non-reportable mileage payments is as
follows:
1. On-line:
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Screen 047 or 190, R1, Amount, 2Z, SID 0002,
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Major/Minor 02630.
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2. Remote Job Entry:
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ZT Transaction: Same as above.
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B. Payroll coding information for reportable mileage payments is as
follows:
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1. On-line:
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Screen 047 or 190, R1, Amount, 1V, SID 0002,
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Major/Minor 02630.
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2. Remote Job Entry:
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ZT Transaction: Same as above.
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VII. 9916 TRAVEL AND TRAINING FUND
- The procedure for reimbursements paid from the 9916 Travel and Training
Fund is outlined in Comptroller's Memorandum No. 2000-28. Non-reportable
and reportable reimbursement portions are submitted on one CO-17XP-PR.
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Please refer to Memorandum No. 2000-28 for 9916 coding information.
VIII. QUESTIONS
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Please direct questions or requests for assistance as follows:
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Personnel Issues: Agency Personnel Officer;
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Payroll Procedures:
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On-line: Payroll Services Division, (860) 702-3463
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Remote Job Entry: Payroll Services Division, (860) 702-3458;
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Memorandum Interpretation: Policy Services Division, (860) 702-3440;
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9916 Travel and Training Payments Procedures:
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Comptroller's Business Office, (860) 702-3335.
NANCY WYMAN
STATE COMPTROLLER
NW:CH
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