The North Carolina Office of State Budget and Management (OSBM) updated state travel policies effective December 1, impacting all individuals who travel on University business, as follows:
- Employees will now be reimbursed the business standard mileage rate set by the Internal Revenue Service (53.5 cents per mile effective Jan. 1, 2017) if they use a personal vehicle for state business and the round-trip mileage does not exceed 100 miles per day of travel.
- When the round-trip mileage exceeds 100 miles per day that the employee is in travel status, any additional miles over 100 will be reimbursed at the medical or moving purposes rate set by the IRS (17 cents per mile effective Jan. 1, 2017).
Non-employees (including students) traveling on official state business whose expenses are paid by the state are also subject to these same regulations.
Travelers are still encouraged to request motor fleet vehicles for University travel, subject to availability. As stated in Section 5.1.26 of the OSBM Budget Manual, “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.”
Travelers may also rent vehicles through the State's term contract. Note that, unless prior approval has been obtained from the department head or designee, employees will be responsible for the cost of renting a vehicle that is above the standard vehicle rate per the State's contract for short-term rentals (OSBM Budget Manual, Section 5.1.27).
Effective December 1, please use the updated travel forms to submit travel reimbursement requests that have not already been submitted. You do not need to redo reimbursement requests already submitted for December travel.
- Example #1: An employee travels to Raleigh for a meeting. They drive to Raleigh the night before and return after the meeting concludes the next day. There are two allowable business days, and total round trip mileage is 308. Reimbursement: The employee will be reimbursed $125.36 (.535/mi. x 200 + .17/mi. x 108).
- Example #2: An employee travels out of state to attend a business conference that begins on Monday morning and ends on Thursday at noon. The employee adds one personal day to the front end of the trip. The total round trip business mileage is 600. The total number of allowable business days is five, which includes one allowable travel day on Sunday, and excludes the personal day. Reimbursement: The employee will be reimbursed $284.50 for mileage (.535/mi. x 500 + .17/mi. x 100).
- Example #3: An employee travels to four off-campus business meetings throughout the same day. Total round trip mileage for all four meetings on this day is 110. Reimbursement: The employee will be reimbursed $55.20 (.535/mi. x 100 + .17/mi. x 10). View the “Example” tab on the Mileage & Parking form (see link below).
Effective Jan. 1, 2017, please use the updated IRS mileage rates.
Should you have any questions after reviewing this information and the updated resources, please email the Travel Office at firstname.lastname@example.org.