D.C. Mun. Regs. tit. 6, r. 6-B4009

Current through Register Vol. 71, No. 48, November 29, 2024

Rule 6-B4009 - EMPLOYEE VEHICLES

4009.1

An employee may use his or her personal vehicle for official government business only when authorized by the employing agency.

4009.2

An agency shall approve the use of an employee's personal vehicle only when use of a common carrier, government vehicle, or rental vehicle is not reasonable under the circumstances. Use of personal vehicles shall be in accordance with the District's policy regarding the use of personal vehicles, including Mayor's Order 2009-210.

4009.3

Reimbursement for use of a personal vehicle shall be determined by multiplying the distance traveled, by the applicable mileage rate (see § 4009.5).

4009.4

The following standards shall apply to the calculation of mileage associated with the use of personal vehicles:

(a) Mileage shall be calculated based on the distance between the authorized point of origination and the authorized destination, the distances traveled while within the destination jurisdiction, and the distance between the authorized destination and the authorized point of return.

(b) The distances shall be determined as shown in an online mapping service or the actual miles driven as determined from odometer readings.

(c) When travel originates from a location other than the authorized point of origination, or terminates at a location other than the authorized point of return, the mileage claimed shall be limited to the distance between the destination and the authorized point of return.

4009.5

The mileage rate shall be the rate published in the most recent Federal Travel Regulation bulletin establishing such rate or the rate displayed on the General Service Administration's website (http://www.gsa.gov/mileage).

4009.6

When a personal vehicle is the authorized method of transportation, reimbursable expenses in addition to mileage shall include parking fees and bridge, road, ferry, and tunnel fees. Non-reimbursable expenses include charges for repairs, depreciation, replacements, grease, oil, antifreeze, towing, fuel, insurance, and state and federal taxes. Parking and tolls shall be reimbursed at the actual rate and shall be accompanied by a receipt, regardless of amount.

4009.7

An employee's use of a personal vehicle may also be approved for transportation between his or her authorized origination point and an airport, train station, or bus depot from which the employee will depart for and arrive to if another means of transportation is not reasonably available.

4009.8

If an employee uses a personal vehicle for transportation to or from an airport, train station, or bus depot, when another means of transportation was authorized, the employee may be reimbursed for the expenses associated with the use of his or her personal vehicle pursuant to the standards, and at the rates, described in this section, except that the agency may reimburse such expenses (including mileage and parking expenses) only up to an amount equal to the estimated cost of the authorized mode of transportation.

D.C. Mun. Regs. tit. 6, r. 6-B4009

Final Rulemaking published at 67 DCR 7860 (10/1/2020)