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Question of the week:
I am a Candidate for state office can my committee pay my campaign travel costs when I use my personal car? If so, how do I report it?

Yes, but only by claiming mileage reimbursement at the proper rate within 90 days.  When a personal motor vehicle is used for campaign or officeholder purposes, the candidate committee may make expenditures for mileage reimbursement at the rate authorized for a privately owned motor vehicle under the State Travel Reimbursement Act or less: the mileage reimbursement rate for 2018 is $0.47/mile. All mileage reimbursements for candidates must be made within 90 days of the original expenditure (i.e., the travel). Candidates may only receive reimbursements for campaign expenses for which the candidate used personal funds if the candidate is reimbursed within 90 days of the original expense. Any travel by the candidate that has not been reimbursed within 90 days is not reimbursable.  A candidate committee’s volunteers and campaign staff may also be reimbursed mileage from committee funds when mileage is incurred for campaign activities.Gasoline, vehicle maintenance, repairs, etc. should never be purchased with a campaign debit card or any other campaign funds when a personal vehicle is used for campaign or officeholder purposes. Note to Officeholders: Candidate committee funds may only be used to reimburse mileage not otherwise reimbursed by the state or any other entity.  

Documentation: A mileage log or other documentation must be kept to document the travel, which should include for each entry, but is not limited to, the date of travel, purpose of travel, starting point, destination, and number of miles traveled.

Reporting Reimbursement: All committee expenditures for mileage reimbursement must be reported with a specific description, including but not limited to, the purpose of the travel, time period covered, number of miles and the mileage rate used to determine the reimbursement value. Rules 2.45(B), 2.43, 2.67 and 2.106.

EXAMPLE: Reporting Mileage Reimbursement in The Guardian System

Candidate mileage reimbursement specific description example (all Candidate mileage will be a “Candidate Reimbursement”): 

The description should include the period covered (for the 90 day limit), the number of miles with rate of reimbursement. 

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