Personal Vehicle
REG 07.65.05
Authority: Vice Chancellor for Finance and Business
History: First Issued: May 25, 2000. Last Revised: July 1, 2008. Additional History Information.
Related Policies:
Office of State Budget and Management Travel Policy;
Office of State Personnel Call Back Policy
Additional References: Online Reservation Form; see also information on the Office of Budget and Management Travel Policy as it applies to reimbursement for use of personal vehicles is available on the Controller's website under the title Mileage Rate Reimbursement. See also Controller's Website on travel reimbursement. Mileage Reimbursement Q&A.
Contact Info: Small Purchase and Travel Audit Coordinator (919-515-7489)
1. Reimbursement for Use of Personal Vehicle
1.1. Use of a personal vehicle requires approval of the approver or his or her designee. Actual mileage is reimbursable. Mileage is measured from the closer of duty station or point of departure to destination (and return). The mileage rate for use of a personal vehicle is $.33 per mile when a state-owned vehicle is available and an employee chooses to use his/her own vehicle for trips that exceed 100 miles roundtrip. The employee will be reimbursed at the current IRS rate of $.585 per mile when a state owned vehicle is not available or a state owned vehicle is available but the roundtrip does not exceed 100 miles.
1.2. To request a motor pool vehicle or determine availability, the traveler must file with the NCSU Motor Pool an Online Registration Form. If no state-owned vehicle is available, the NCSU Motor Pool will fax a form to the traveler certifying that no state-owned vehicle is available. The Motor Pool form must be attached to the travel reimbursement as verification to receive the IRS rate. There are some instances when a state car is considered “unavailable” despite the Motor Pool having cars available. Mileage Reimbursement Q&A on the controller's website. The mileage reimbursement rate covers all private car expenses incurred except parking fees, tolls, and storage fees. Receipts are required for parking, tolls and storage fees.
1.3. When it is in the best interest of the university to do so and/or because of budgetary considerations, the university may reimburse travelers at a rate lower than those allowed by these rules and regulations. Also, if a state employee's position qualifies him or her for a permanently assigned state vehicle and the employee chooses to drive his or her personal vehicle, then the agency can reimburse the employee at the Motor Pool rate of $.25 per mile rather than the IRS Rate.
2. Commuting
2.1. No reimbursement shall be made to a University employee for the use of a personal vehicle in commuting from an employee's home to his duty station. No mileage reimbursement is allowed to employees on "call back" status.
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