By Car
When travel by car is determined to be feasible, a state owned car, if available, should be used instead of a private car.
State Car
- State owned vehicles should be used for official state business only.
- The use of the vehicles by employees must be officially entered into the travel system and be approved by motor fleet.
- It shall be unlawful for any officer, agent, or employee of the State of North Carolina, or any county or of any institution or agency of the State, to use for any private purpose whatsoever any motor vehicle of any type or description whatsoever belonging to the State, to any county, to any institution, or agency of the State.
- State vehicles shall be driven only by state employees and used for official state business only.
- A state employee is any individual working for the State of North Carolina who receives a state check for wages or salary with taxes withheld.
- Hitchhikers are not permitted to ride in state owned vehicles.
- Spouses and children of state employees may accompany them in state cars if space is available and all travel is strictly for official state business.
- Non-state employees may accompany state employees in state cars when they have a business interest in the travel.
- Students of State Universities and Colleges may be passengers in state cars for athletics and other officially sanctioned activities at the standard mileage rate to be paid by the student activity fund involved.
- Students who are not state employees should not be drivers of state owned cars.
- When a state-owned car is used for official travel, parking and storage fees, tolls, are legitimate charges to the State, provided necessary receipts are obtained. Reimbursement of expenses for airport parking for both private and state-owned cars is allowed with receipts.
- At the employee’s destination, state cars may be used prudently for travel to obtain meals, not for private purposes or for entertainment while off duty.
- No common carrier or public transportation fares are reimbursed on a trip on which an employee uses a state car, unless it is shown that such transportation was more economical in a particular situation.
- When needing gas for the state cars, you must use the credit card provided for the car. If the card does not work for some reason, then you will need to pay for the gas and turn in your receipts to motor fleet when you return.
- The driver is responsible for any violations and or fines while the car is under his or her control.
- State Vehicles shall not be used by employees who are on vacation status.
Personal Car
Mileage
- Actual mileage is reimbursable.
- Mileage is measured from the closer of the duty station or the point of departure to the destination (and return).
- Standard Mileage rate set by the IRS when using a personal vehicle for state business when the round trip does not exceed 120 miles or when a state-owned vehicle is not available.
- If a state employee chooses to use a personal car when a state owned car is available, all employees will be reimbursed at the lower rate of .33 cent per mile.
- Reimbursement of cost incurred through use of a private car should be for direct mileage between points on the employee’s itinerary.
- A log should be kept which accurately records miles driven for official university business and should be submitted with the reimbursement.
- A mileage calculator is on our webpage listing commonly visited cities.
- If the city needed is not listed, go to mapquest.com and put in the information and it will give you the mileage. Print this out and put with travel reimbursement.
- If requesting reimbursement at the higher mileage rate please include the written documentation from the motor fleet that a state car was not available.
- No reimbursement shall be made for the use of a personal vehicle when commuting from an employee’s home to his/her duty station.
- No mileage reimbursement is allowed to employees on “callback” status.
- Travel to / from Airport at Employees Duty Station
- Taxi or Airport Shuttle - Actual cost with receipts.
- Private Car – standard business mileage rate set by the IRS for a maximum of two round trips with no parking charges, or one round trip with parking charges for a maximum of ninety-six hours. Receipt required for airport parking claims.
- Travel to / from Airport at Employees Destination
- Taxi or Airport Shuttle – Actual cost with receipts.
- Rental Vehicles – may be used with prior approval of the department head or his or her designee; however, rental vehicles may not be used for the sole convenience of the employee(receipt required).
- Use of Public Transportation – In lieu of using a taxi or airport shuttle, employees can be reimbursed for each one way trip either from the airport to the hotel/meeting or from the hotel/meeting to the airport.
- Travel involving trips other than to and from the airport
- The actual costs of taxi and shuttle service fares are reimbursable when required for travel on official state business – Receipt Required.
Rental Car
- Rental car charges at the least expensive available rate are reimbursable when required for intercity travel when no available mode of transportation is practical
- No reimbursement may be made for use of a rental car in-state when a state or private car is available.
- All University employees requiring the use of a rental car must utilize one of the companies currently on contract and must turn in the original rental agreement showing total cost.
- Rental Car Contracts change from year to year so it is best to go the Purchasing webpage or call them at 962-7508 to check on the current company.
- Gasoline while using a rental car will be reimbursed with the original receipt (showing the price per gallon) submitted with the reimbursement.
- Insurance is not reimbursable when renting a car inside the US, Canada and Puerto Rico.
- DO NOT accept any type of add on insurance.
- Employees are covered by insurance per Risk Management.
- Coverage does not extend to foreign countries.
- Renters must use a personal credit card or University sponsored American Express card to secure the reservation.
- Receipt should be submitted with travel reimbursement with an itemized, priced documented receipt.
- Credit Card statement by itself will not be suffice.
Commercial Transportation
Airplane
- Travel by “air coach” must be utilized.
- Exceptional conditions requiring the use of “First Class” flight accommodations may warrant reimbursement provided a written justification is submitted in advance of the trip by the traveler, and it is approved by the Chancellor.
- Flight insurance is not reimbursable expense.
- The airline ticket receipt must show the dates of the travel, the cost of the ticket, and or the travel itinerary.
- Airfare can be purchase two ways. Either with one of our travel agencies and the airfare put on the ghost card or the employee can purchase it and get reimbursed.
- Written justification must be included in your travel reimbursement for changes and cancellation of tickets with no refunds.
- The Business Purpose for the upgrades and the reason for the cancellation of the non-refundable trips
- Penalties and charges resulting from the cancellation of airline reservations shall be the university’s obligation if the employee’s travel has been changed for the convenience of the department.
- If the cancellation or change is made for the personal benefit of the employee, it shall be the employee’s obligation to pay the penalties and charges.
- In the event of an accident, serious illness, or death within the employee’s immediate family, or other critical circumstances beyond the control of the employee, the department will be obligated to pay the penalties and charges.
Train
- The actual cost of the coach fare for rail service on state business is reimbursable.
- Receipt is required.
- Train tickets may be purchased on your American Express Corporate Card or personal credit card by the traveler and reimbursement claimed on the travel reimbursement.
- The ticket receipt and boarding pass must be attached.
Bus
- The actual cost of the coach fare for bus services on state business is reimbursable.
- Receipt is required.
- Bus tickets may be purchased on your American Express Corporate Card or personal credit card by the traveler and reimbursement claimed on the travel reimbursement.
- The receipt must show the dates, times and arrival and departure place.
Other Transportation Expenses
Taxis & Limousines
- Taxi fares are not reimbursable for inter-city transportation, except when no less expensive mode of transportation is available within a reasonable period.
- Receipt is required.
- Any additional taxi expenses besides to and from airport will need to have an explanation attached to the reimbursement.
Parking & Tolls
- Parking and tolls are reimbursable when incurred while traveling on official state business.
- Receipt is required.
- Parking charges at an airline terminal are limited to a ninety-six hour period unless conditions are pre approved.
Fuel Charges
- Reimburse for gas if traveler was driving a rental car only.
- Receipt Required (showing price per gallon).
- Motor Fleet gas reimbursement must be submitted to the Motor Fleet Office for reimbursement.
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