Reimbursement for Use of Privately Owned Vehicles

Communication from ORA leadership to employees regarding the POV mileage reimbursement procedure.

Car on a highwayFDA leadership learned that some FDA employees in the Office of Regulatory Affairs (ORA) have not been properly reimbursed for the use of their privately-owned vehicles (POV) while on official business in accordance with federal travel regulations (FTR). Employees are entitled to be reimbursed for use of their personally owned vehicle while on official business and we are working to ensure that appropriate reimbursement is made to effected employees.

Additionally, in some ORA locations, supervisors have been requiring employees to complete and submit POV Use Request Forms whenever they opt to drive a POV to perform official duties.  Some of these forms contained inaccurate information/options which violated the HHS Travel Policy Manual and FTR. Therefore, to eliminate confusion and possible discrepancies, forms will no longer be required to document use of personal owned vehicles for official travel. 

Per the HHS Travel Manual and FTR, an employee using a POV is entitled to:

  • The lesser mileage rate where a Government owned vehicle (GOV) was available and the employee opted to use their POV; or
  • The full mileage rate where a Government owned vehicle is not available for use.

The current 2018 POV Mileage Reimbursement rates are as follows:

GOV is available No GOV is available
POV Mileage Reimbursement $0.18 $.545

When a POV is used in lieu of a commercial carrier, the employee is entitled to be reimbursed up to the constructive cost had the common carrier been used. These rates vary from year to year. For a list of previous years, please visit the GSA’s website, https://www.gsa.gov/portal/content/103969.

adult automotive blur carIf you believe that you were not reimbursed properly or not at all for POV usage, please send your POV use reimbursement claims with any supporting documentation (e.g., POV Use Request Form, Travel Authorization, inspection reference, local voucher, supporting e-mails, etc.) via email to your immediate supervisor along with a copy to POVCLAIMS in the FDA Outlook Directory. You must submit your claim by no later than Wednesday, December 26, 2018.

The agency will process claims promptly, but normally within two (2) pay periods, where sufficient documentation has been provided. If insufficient information has been provided to process or grant the claim, the agency will promptly notify the employee via email and allow the employee an opportunity to submit additional documentation. If the claim is denied, the agency will provide the employee the reason for the denial in writing.

If you have any questions regarding the submission of POV claims, please contact Myer Gribbins in the FDA Outlook Directory or your chapter president.

Author: chapterpresident

I have worked in the FDA since 1990 in a variety of positions. I currently serve as chapter president of NTEU Chapter 254, representing FDA employees in Arkansas, Colorado, Iowa, Kansas, Missouri, Nebraska, New Mexico, Oklahoma, Texas, and Utah.