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Using your own
Personal use of a
Using Your Own
View the Non
Availability link at left or above for details.
Personal Use of
a State Vehicle - How To Pay
If the fleet
vehicle goes to a person's residence, check the rules about 'de minimis' use
to determine if reimbursement is required. See the Take Home link
is required, determine the number of personal miles.
Using the number
of personal miles and the county the employee/student lives in, determine
the amount owed.
Receipt Deposit Form and deposit the employee/student's check or money
If you have
questions about how to determine the number of personal miles based on
start location, destination, and headquarters, please view these
If you have
determined that you owe for personal use and you have determined the
number of personal miles, compute the amount owed by multiplying the miles
times the rate of $0.325 per mile. Then add sales tax to that amount
based on the county you reside in.
Send an email to
firstname.lastname@example.org with the number
of personal miles and which reservation number or other means to identify
which reservation to apply the miles. The purpose of this is to
record the number of personal miles for the state's fleet database.
Provide to your
Department a check or money order made payable to the University of
Wisconsin for the amount due.
should treat the reimbursement in the same general way that telephone
usage reimbursements are handled, e.g. deposit the funds to class code
2140 using the same fund that paid for the fleet rental.
The fleet program is not able to make payments to individuals.
Travelers who incur expenses that may be covered by the fleet need to
claim them via the e-reimbursement process (Click
here for the e-reimbursment web site). Departments may in turn
request reimbursement from the fleet. Be sure to accurately record
the fleet number or other means to positively identify the fleet vehicle
that required an expense.
Accident/Incident/Breakdown link at left or above for details on what to
do in emergencies.
Fleet can use its
procurement card to fund repairs if we are able to make direct contact with the
vendor in a timely manner.
Your department can use a procurement card to fund repairs
and the fleet will make reimbursement.
You can pay and be reimbursed
If you are unable to make direct contact with the fleet staff, either
obtain repairs and keep receipts or find a safe place to park the fleet
vehicle where it can be recovered via tow truck and proceed with travel by
other means. Warning: if you rent a car be sure of the
drop-off arrangements. It is your responsibility to comply with drop
off policy for rental cars; fleet will not for instance take your rental
car back to a destination hundreds of miles away. Inquire with the
rental car company about its one-way rental policy and whether or not
there is special treatment due to the State of Wisconsin contract.
Fleet will recover its own vehicle via tow-for-hire companies. If
you abandon a fleet vehicle you must make every possible effort to notify
fleet of the pertinent details of location and so forth as soon as