Fuel for Vehicle, How to Pay

Payment method:

 
When traveling on University business in a rental car or Department-owned vehicle, the preferred method for purchasing fuel for a vehicle is to use a University-issued Purchasing Card (p-card). 
 
Note: If the University Owned vehicle has a gas card, that card should be used first. If there is no University gas card, then the p-card should be used.

Other allowable methods include:
  • Submit a Travel Reimbursement and Expense Report (TRER) when in travel status; or
  • Submit an Employee & Student Direct Pay Request form (ESDPR) when not in travel status

Note:  Refer to University Policy 601.8, "Appropriate Use of University Funds" to confirm if this is a permissible use of funds for your area (link in table below). 

Rationale and other considerations:

The purchase of fuel is allowable on a P-Card when the employee is traveling in a rental car or Department-owned vehicle. If the employee is combining business and personal activities in the same trip, only the fuel expense related to the business portion of the trip is allowable. Note: The employee should not request mileage reimbursement when using a rental car for transportation.

How to do it:

  1. Complete a Travel Authorization (TA) form (applicable for rental car) and obtain supervisor approval (additional special fund approval may be required, such as Grants & Contracts Administration). 
  2. Upon approval of the TA, the traveler or their designee may then use a P-Card to make a purchase. When using the P-Card for travel expenses, follow the guidelines and processes identified in the Travel Manual (link provided below).
Policies Procedures Forms/Links Training and Reference Materials

University Policy 602.7, Travel Authorization and Reimbursement

OSBM Budget Manual (Refer to Section 5 for Travel Policies)

IRS Travel, Entertainment, Gift, and Car Expenses Publication (Publication 463)

University Policy 601.8, Appropriate Use of University Funds

Purchasing Card Manual

Travel Manual   

 

Travel Forms Package

Employee/Student Direct Pay Request (ESDPR)

eCR Instructions

General Guide for Travelers

Cardholder/Reconciler/Approver Training

Expense Account Codes

 

Contact for additional questions:

Email the Disbursements Travel Office at travel@uncc.edu; or refer to the Travel/Complex Payments website
 
Last updated 1/14/19, 8/14/19