Employee Travel

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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 Google Maps to obtain mileage. Attach the printout to the travel reimbursement.

If a state employee chooses to use a personal vehicle, actual mileage is reimbursable. Mileage is measured from the duty station or point of departure—whichever is closer to the destination—to the destination (and return). In accordance with the agency’s policies, a state employee shall be reimbursed at a rate that does not exceed the business standard mileage rate set by the Internal Revenue Service (56 cents per mile effective January 1, 2021) when using their personal vehicle for state business. 

 It is the intent of the State that state employee travel shall be conducted in the most efficient manner and at the lowest and most reasonable cost to the state. With regard to passenger vehicle travel, whether in or out of state, agency travel policies shall:

  • Maximize utilization of state owned vehicles (agency-owned or agency-assigned vehicles owned by the Dept of Administration),
  • Make use of State term contracts for short term rentals (i.e. Enterprise under State Term Contract 975B Vehicle Rental Services), and
  • Reimburse for use of personal vehicles on a limited basis in situations when the use of state owned vehicles or state term contract rental vehicles (i.e. Enterprise) are not readily available.

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. When using a personal vehicle for state business the standard mileage rate of 56 cents set by the IRS.  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 Chrome River

Mileage should be entered into Chrome River in a Pre-Approval under Ground Transportation. Once you select Ground Transportation you will enter the estimated amount. When you complete your trip and do your expense report, choose Ground Transportation, then choose the Mileage tile.  The current rate will adjust in the box when you enter the mileage driven.

photoCourtesy Cars

Courtesy Cars are cars that are donated for certain employees to drive. The procedures listed below should be followed:

  • Must use current Courtesy Car Mileage form (see Forms).
  • Due by 5th of each month for previous month's mileage.
  • Odometer mileage must equal total mileage for personal & business columns.
  • Beginning monthly mileage must equal ending previous month's mileage.
  • Must submit the original and extra copy for General Accounting.
  • Commuting and lunch mileage is always personal mileage. Employee will be taxed on this mileage and not reimbursed by department (non-business mileage)
  • Mileage from home to work is considered commuting mileage and, therefore, is not reimbursable. This includes after hours mileage to return to work and week end trips back to work. This mileage will be included in personal mileage and be taxed accordingly.
  • Please make sure that you put where you went to and from, the purpose and the number of miles on the mileage log.

Mileage Rate

Per the NC Office of State Budget and Management (OSBM) for travel beginning January 1, 2021, personal mileage will be reimbursed as follows: 

If a state employee chooses to use a personal vehicle, actual mileage is reimbursable. Mileage is measured from the duty station or point of departure—whichever is closer to the destination—to the destination (and return). In accordance with the agency’s policies, a state employee shall be reimbursed at a rate that does not exceed the business standard mileage rate set by the Internal Revenue Service (56 cents per mile effective January 1, 2021) when using their personal vehicle for state business.