Use an Electronic State Mileage Guide


The Legislature should allow the development and use of an
electronic state mileage guide for state agencies.


Background
State records do not categorize travel reimbursements into
intercity travel (between cities) and intracity travel
(within cities). For intracity travel, mileage is documented
using an odometer reading. For intercity travel, filers
compute mileage using the Official State Mileage Guide,
issued by the Statistical Research Service in Austin, as
prescribed by state law. The guide lists distances between
cities and mileage between other areas using major city
connectors, including interstate highways and farm-to-market
roads.

The current Official State Mileage Guide sells for $60 per
copy. Multiple copies can be purchased at a discount
depending on the number of copies ordered. Every state
agency filing mileage reimbursement claims with the
Comptroller's office must use the guide to determine
allowable mileage rates between cities.

Since the guide often becomes outdated due to new highway
construction that may produce changes in the shortest
available routes between cities, updated versions are sold
annually.


Recommendation
The Legislature should grant the Comptroller greater
flexibility in issuing the state mileage guide.
The Comptroller could create an electronic state mileage
guide and make updates as needed.

Agencies would use this system to look up the mileage
between Texas cities. The state still would produce a hard-
copy version, since some smaller agencies and field offices
may lack appropriate computer hardware, but the
Comptroller's office would encourage state agencies to use
the electronic version. Agency staff could access the
electronic version on-line, or the Comptroller could provide
a diskette copy. In addition, the Comptroller could issue
updates only as needed instead of yearly.


Implications
An electronic guide could be updated quickly and easily.
Moreover, the conversion to a mostly electronic system
should encourage other agencies to eliminate paper manuals
in favor of computerized ones, particularly if the
electronic versions yield a savings to the state. There
would be no charge for state agencies to obtain the manual
electronically; hard copies could be made available at a
small cost.


Fiscal Impact
Over the past three years, the state has spent about $70,000
a year to purchase copies of the Official State Mileage
Guide. The Legislature could save this $70,000 by reducing
agency appropriations by the savings amount indicated. The
estimated cost of printed versions of the guide is $5 per
copy.


                                  Savings       Savings to All
Fiscal  Savings to the General    to State      Other Dedicated
 Year        Revenue Fund       Highway Fund   Accounts or Funds

 1996          $31,000             $5,000          $36,000
 1997           31,000              5,000           36,000
 1998           31,000              5,000           36,000
 1999           31,000              5,000           36,000
 2000           31,000              5,000           36,000


           Costs* to
Fiscal   General Revenue    Net Savings
 Year         Fund          to All Funds

 1996       $10,000          $62,000
 1997        10,000           62,000
 1998        10,000           62,000
 1999        10,000           62,000
 2000        10,000           62,000

*State costs include the production of 1,000 hard copies at
$5 a copy plus any additional costs to the state for
handling.



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