COMPTROLLER'S SEAL STATE OF CONNECTICUT

STATE OF CONNECTICUT

NANCY WYMAN
COMPTROLLER
OFFICE OF THE STATE COMPTROLLER
55 ELM STREET
HARTFORD, CONNECTICUT 06106-1775
MARK OJAKIAN
DEPUTY COMPTROLLER

MEMORANDUM NO. 2003-48

December 9, 2003

TO THE HEADS OF ALL STATE AGENCIES

Attention: Chief Administrative and Fiscal Officers, Business Managers, Payroll and Personnel Officers
Subject: Mileage Reimbursements Paid to State Employees

I. AUTHORITY

The Internal Revenue Service has announced that the standard mileage rate for business use of an automobile has been increased to 37.5 cents per mile effective January 1, 2004. The rate for moving expense purposes has been increased to 14 cents per mile. The standard mileage rate is used as a criterion for determining the W-2  reportability of mileage reimbursements made to employees for the business use of their personal vehicles. The excess of an employee's mileage payment reimbursed at a rate higher than the standard mileage rate of 37.5 cents per mile is reportable. Do not confuse the standard mileage rate with the GSA rate, which is currently 36 cents.

II. PAYROLL PROCEDURES

Until the CO-17XP-PR, Employee Payroll Reimbursement form is revised, agencies should continue to use the current CO-17XP-PR when reimbursing an employee for mileage. The payment is processed through the Payroll Services Division.

A. Payroll coding information for non-reportable mileage payments is as follows:
earnings code value NRM, SID 10020, Account 50800.
 
B. Payroll coding information for reportable mileage payments is as follows:
earnings code value MIL, SID 10020, Account 50800.

III. QUESTIONS

Questions may be directed to the Comptroller's Office as follows:

Payroll Procedures:

Payroll Services Division, (860) 702-3463 or (860) 702-3451;

Memorandum Interpretation:

Policy Services Division, (860) 702-3440.

 

NANCY WYMAN
STATE COMPTROLLER

NW:CH

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