Travel

Personal Mileage

Girl walking in park

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 mileage. Attach the printout to the travel reimbursement.  If a state employee (any traveler) chooses to use a personal vehicle, actual mileage is reimbursable. Mileage is measured from the closer of duty station or point of departure to destination (and return). A state employee (any traveler) shall be reimbursed the business standard mileage rate set by the Internal Revenue Service (58 cents per mile effective January 1, 2019) when using their personal vehicle for state business when the round trip does not exceed 100 miles per trip. For business travel trips that utilize personal vehicles and the round trip exceeds 100 miles per trip, the traveler shall be reimbursed at a rate that would not exceed 33 cents per mile for the entire mileage. 

 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.

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.

Mileage Rate

Per the NC Office of State Budget and Management (OSBM) for travel beginning January 1, 2019, personal mileage will be reimbursed as follows: 

If a state employee (any traveler) chooses to use a personal vehicle, actual mileage is reimbursable. Mileage is measured from the closer of duty station or point of departure to destination (and return). A state employee (any traveler) shall be reimbursed the business standard mileage rate set by the Internal Revenue Service (58 cents per mile effective January 1, 2019) when using their personal vehicle for state business when the round trip does not exceed 100 miles per trip. For business travel trips that utilize personal vehicles and the round trip exceeds 100 miles per trip, the traveler shall be reimbursed at a rate that would not exceed 33 cents per mile for the entire mileage.