Travel Resources
Quick Links
State of North Carolina Office of State Budget and Management
US State Department Travel Warnings
U S Department of State Foreign Per Diem Rates
Important Dates
- June 20th deadline for all travel to be submitted to the Travel Office to be paid out of current year.
- June 20th deadline for Agency Airfare to be purchase from this years budget.
- June 20th last day to use Visa Travel Card for transactions to post to this years budget.
- Deadline for travel check run is Friday at 10:45 a.m. for a check/direct deposit the following Friday.
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Personal Mileage
Personal Mileage is always a reimbursable expense upon completion of the travel.
Regular Mileage Reimbursement for a trip
Actual business mileage is calculated for direct mileage between points on the traveler’s itinerary. Mileage in excess of this requires a written explanation of the business purpose. Mileage will be calculated from the traveler’s duty station or home, whichever is closer. A mileage calculator is on our webpage listing commonly visited cities. If the city needed is not listed, use Mapquest.com to obtain the mileage. Attach the printout to the travel reimbursement. When using a personal vehicle for state business during a round trip fewer than 100 miles or when a state-owned vehicle is not available, the standard mileage rate of 56.5 cents set by the IRS is reimbursable. If a state employee chooses to use a personal vehicle when a state-owned vehicle is available for a trip that is 100 or more, he/she will be reimbursed at the lower rate of 30 cents per mile. If requesting reimbursement at the higher mileage rate, please include the written documentation from 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..
Monthly Mileage-Local Reimbursement
If you have local travel that you do on a regular basis this is considered monthly mileage. You will need to complete a mileage log. This form can be found on our webpage under Forms. You will need to record the miles driven, where you went and the purpose of the trip. An original mileage log should be kept with accurate records of miles driven for official university business and should be submitted with the travel reimbursement. Faxed or copied mileage logs are not acceptable. When using a personal vehicle for state business during a round trip fewer than 100 miles or when a state-owned vehicle is not available, the standard mileage rate of 56.5 cents set by the IRS, is used. If a state employee chooses to use a personal vehicle when a state-owned vehicle is available and the round trip is 100 or more, he/she will be reimbursed at the lower rate of 30 cents per mile. If requesting reimbursement at the higher mileage rate, please include the written documentation from 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. Monthly mileage logs should be submitted each month by the 10th of the month.
How to process in E-Travel
Mileage should be entered into E-Travel in the top half under Transportation. Once you select transportaion you will click on Personal Mileage. You will see the current rate in the box, if you need to lower the rate, please adjust the rate amount and enter the miles driven into the other box. For additional steps please see our Step-by-Step Guide.
Mileage Rate
Per the directive from the Office of State Budget and Management, the business standard mileage rate has increased from 55.5 cents per mile to 56.5 cents per mile effective January 1, 2013. Faculty and staff who choose to use personal vehicles when a state-owned vehicle is available will still be reimbursed at 30 cents per mile as of May 1, 2010.The standard mileage rate set by the IRS, 56.5 cents, will now be paid if the roundtrip distance does not exceed 100 miles.
| Current Mileage Rate | |
|---|---|
Employees who requested motor fleet and a car was not available |
They can be reimbursed up to 56.5 cents per mile |
Employees who did not request motorfleet or choose to drive their own car |
They will be reimbursed up to 30 cents per mile. If the traveler is going less than 100 miles round trip then they can get the higher rate up to 55.5 cents per mile. |
Non Employees |
They can be reimbursed up to 56.5 cents per mile |
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