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City of Newport News Sectio111405
Personnel Administrative Manual Effective July 1, 2023
c. In accordance with the City's Vehicle Use Policy, Section 1401, VI, la, Authorized Use,
City Council appointees, Constitutional Officers, Judges and Department Directors are
exempt from the approval provision for the use of their personal vehicles to conduct
official City business.
d. Reimbursement of private vehicle expenses is at the Standard Mileage Rate set forth
by the Internal Revenue Service www.irs.gov for miles traveled on official City
business, plus parking, garage and toll fees when documented.
e. When travel is from home directly to the destination without going to the workplace,
the traveler will be reimbursed for the shorter of: (1) the distance from the workplace
to the destination or (2) the distance from home to the destination.
f. A traveler receiving an annual car allowance may be eligible to use a City vehicle or
receive a travel mileage reimbursement for long distance travel. In accordance with the
City's Vehicle Use Policy, Section 1401, V, 3, Car Allowances, long distance travel is
defined as a one-way travel distance over 50 miles, and round trip travel over 100
miles.
g. In cases where reimbursement for mileage is requested, a Mileage Log and
Reimbursement Form is required. The log provides details on the exact mileage
traveled and the destination points. The driving directions that show the distance in
miles to and from the location must be attached to any mileage reimbursement request.
h. All procedures and guidelines outlined in the City's Vehicle Use Policy, Section 1401,
VII, Use of Personal Vehicle for Official City Business, must be followed.
3. RENTAL VEHICLES
a. The use of a rental vehicle must be justified as a reasonable need and not a matter of
personal convenience. The rental vehicle chosen must be the most economical
available, given the purpose for which the vehicle will be used. When traveling
together, travelers should share vehicles to minimize costs. Estimated costs for rental
vehicles must be included on the Travel Request Form along with any supporting
documentation.
b. The City will not provide additional pay for the use of a rental car to accommodate
family members or non-business associates traveling with the member.
c. Travelers shall accept optional insurance for collision and comprehensive coverage
offered by the car rental agency. The collision and comprehensive coverage costs are
reimbursable by the City.
d. Travelers are encouraged to fill the gasoline tank prior to returning the vehicle to the
rental company whenever possible.
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