Mileage and Parking Reimbursement

Only employees who have submitted a completed City Business Vehicle Request and Status Change Form (CBVR) will be eligible for mileage and/or parking reimbursement.  The CBVR Form is required by all employees who drive for city business.

Find the Fiscal Accountability Rules regarding city business vehicle use in Chapter 10 - Employee Associated, on the Fiscal Accountability Rules webpage.   

Before you drive for business use:
*Carry liability and property damage insurance with the minimum coverage limits allowed in Fiscal Accountability Rule 10.5 - City Business Vehicle Use., but in no event lower than the minimum specified by the Colorado Auto Reparations Act.

Reimbursement on your Paycheck

To obtain mileage reimbursement:

  • The employee shall record the total mileage for official city business and other data each day on the Bi-Weekly Mileage Summary for Personal Vehicle Usage. The forms will be signed by the employee and submitted to their supervisor within five working days of the end of the bi-weekly payroll period and entered for reimbursement. If the employee fails to do so, the appointing authority, at their discretion, may deny reimbursement.
  • The Bi-Weekly Mileage Summary for Personal Vehicle Usage shall be maintained by the agency and available for review by the Controller. The Controller’s Office may perform an audit as it deems necessary.
  • Work with your supervisor to get your total business miles from your Bi-Weekly Mileage Summary for Personal Vehicle Usage on your timecard for reimbursement.


To reimburse employees, supervisors:

  1. Choose the pay code: Mileage Reimbursement on the employee's timecard.
  2. Enter the total mileage from the completed Bi-Weekly Mileage Summary for Personal Vehicle Usage.
  3. Add a comment including the beginning and end dates of the bi-weekly work period of the Bi-Weekly Mileage Summary for Personal Vehicle Usage for auditing purposes. 
  4. Keep the Bi-Weekly Mileage Summary for Personal Vehicle Usage in the employee's file or other method within the department for seven years.

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With the approval from the executive director/agency head, supervisors may allow exempt employees to record mileage to their own timecards. Exempt employees still must submit the required supporting documentation to their supervisors.

Starting February 15, 2015, employees may be reimbursed for parking on their paychecks rather than petty cash or Accounts Payable reimbursement.

To obtain parking reimbursement:

  • The employee shall obtain a parking receipt for official city business. The receipt shall be submitted to their supervisor within 30 days of the date of the receipt. If the employee fails to do so, the appointing authority, at their discretion, may deny reimbursement.
  • The receipt shall be maintained by the department/agency and available for review by the Controller. The Controller’s Office may perform an audit as it deems necessary.
  • Work with your supervisor to get your total business parking expenses on your timecard for reimbursement.

To reimburse employees, supervisors:
  1. Choose the pay code: Parking Reimbursement on the employee’s timecard.
  2. Enter the dollar total in the amount column. 
  3. Add a comment including date, location, and dollar total of each receipt in the notes for auditing purposes.
  4. Keep the receipt in the employee’s file within the department for seven years. 

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With the approval from the executive director/agency head, supervisors may allow exempt employees to record parking reimbursement to their own timecards following the same instructions above. Exempt employees must submit the required supporting documentation to their supervisor.

Common Questions

No, reimbursements are not considered taxable income.

No, you will continue to be reimbursed for travel related mileage and/or parking expenses through the travel reconciliation process. For more information about Travel, visit Chapter 10.8 - Travel on the Fiscal Accountability webpage.

Talk with your supervisors and refer to Executive Order 74 for instructions and the required form. 

No, PCards may not be used to pay for parking expenses. Refer to the PCard Allowed Services document to review all allowances.

Mileage Reimbursement Rates

Beginning January 1, 2015, the standard mileage rate for the use of a car (also vans, pickups or panel trucks) will be 57.5 cents per mile for business miles driven. For additional information, visit the December 10, 2014 IRS Announcement.

All miles driven in 2014, must be must be submitted on a Bi-Weekly Mileage Summary Form to the Payroll Division to receive the 2014 rate of 56 cents per mile for business miles driven.

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