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 Mapquest.com to obtain the mileage. Attach the printout to the travel reimbursement.  When using a personal vehicle for state business the standard mileage rate of 54.5 cents set by the IRS is reimbursable for the first 100 miles per trip. Any miles that exceed the 100 miles per trip of travel will be reimbursed 33 cents per mile for the entire trip.  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 in Chrome River.  When using a personal vehicle for state business the standard mileage rate of 54.5 cents set by the IRS, is used for up to 100 miles per trip.  For any trips over the 100 miles per trip mileage will be reimbursed at 33 cents per mile for the entire trip. No reimbursement shall be made for the use of a personal vehicle when commuting from a student'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 in a Pre-Approval under Ground Transportation. Enter an estimate of what the mileage will be per the state rate.  When the trip is complete and an expense report is created, mileage goes under Ground Transportation.  You then choose the mileage tile, it will calculate the rate for you once you put the mileage in for the trip.

photoMileage Rate

Per the NC Office of State Budget and Management (OSBM) for travel beginning January 1, 2018, personal mileage will be reimbursed as follows: 

If a 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 traveler shall be reimbursed the business standard mileage rate set by the Internal Revenue Service (54.5  cents per mile effective January 1, 2018) when using their personal vehicle for state business when the round trip does not exceed 100 miles per trip. However, if a traveler chooses to use a personal vehicle when the round trip exceeds 100 miles per trip, the traveler will be reimbursed at the 33 cents per mile for the entire mileage.