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").
Other allowable methods include:
- Submit a Travel Reimbursement and Expense Report (when in travel status); or
- Submit a Direct Pay Request form (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.
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 a mileage reimbursement when using a rental car for transportation.
How to do it:
- Complete a Travel Authorization form (applicable for rental car) and obtain supervisor approval (additional special fund approval may be required, such as Grants & Contracts Administration).
- Upon approval of the Travel Authorization form, the traveler or their designee may then use a P-Card to make the purchase. When using the P-Card for travel expenses, follow the guidelines and processes identified in the Travel Manual (link provided below).
Contact for additional questions:
Send an email to the Travel mailbox at travel@uncc.edu; or refer to the Travel/Complex Payments website.
