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Guidelines
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Mileage Rates -- Reimbursement rate per mile for privately owned vehicles State Reimbursement Rate: Effective July 1, 2018: As authorized by K.S.A.75-3203a, the Secretary of Administration has fixed the private vehicle maximum mileage reimbursement state rate for FY 2019 at 54.5 cents per mile. This rate is an increase of one cent per mile over FY 2018. Source: https://www.admin.ks.gov/resources/informational-circulars/informational-circulars---accounting/fy2019---accounting-info-circs
As a result of the implementation of KPERS Working After Retirement (WAR) 3rd Party/Independent Contractor member contributions, a new account code has been added to SMART to use for employer contribution expenditure tracking. The following account code is eligible to be used starting immediately.
Account Code Description Short Description 518101 ER KPERS WAR 3rd PTY/CNSLNT SHARP REQ
This account code is to be used to track non-payroll employer contributions for KPERS WAR 3rd Party/Independent Contractor member type ACTR that are not tracked in SHARP. Agencies are reminded that they will need to work with KPERS to establish reporting procedures and billing frequencies for these members. As these member contributions are not tracked in SHARP agencies are required to be billed via a SMART interfund for amounts due to KPERS. Agencies should use SMART account code 518101(ER KPERS WAR 3rd PTY/CNSLNT) to record the expense side of the interfund.
Any interfunds that have been processed using any SMART account code other than 518101 will need to be corrected by creating a journal voucher in the Accounts Payable module, not Interfund module See the How to Enter a Journal Voucher job aid for instruction on entering the AP journal voucher. The payment method on the Payments tab of the journal voucher may need to be changed to ‘CHK’ in order to save the journal voucher. Submit a ManageEngine Service Desk ticket if you need additional assistance.
Printable Version of 17-A-007
DH:NTR:abe
Is a district required to pay the state’s mileage reimbursement rate of 54.5 cents for privately-owned vehicles? Answer: No, a local board of education can decide to reimburse teachers/parents at a rate other than the state rate. If the mileage rate your district reimburses exceeds the federal mileage rate (58 cents per mile), there are tax consequences.
Federal Reimbursement Rate: Effective January 1, 2019: The federal privately-owned vehicle mileage reimbursement rate was set at 58 cents per mile. Source: https://www.irs.gov/newsroom/irs-issues-standard-mileage-rates-for-2019 Additional Useful Information
Questions about this page contact: Sherry Root 785-296-3872 sroot@ksde.org
The Kansas State Department of Education does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. (more information...)
To accommodate people with disabilities, on request, auxiliary aides and services will be provided and reasonable modifications to policies and programs will be made. To request accommodations regarding accessibility please contact the Office of General Counsel by email or at 785-296-3204.