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To: Deans, Directors and Department Chairs

From: Martha J. Pendergrass, Director, Procurement Services

The University received notice yesterday from the North Carolina Office of State Budget and Management (OSBM) regarding a revised reimbursement policy for personal vehicle use. The new policy went into effect December 1, 2016, and is applicable to travel physically taken on or after Thursday, Dec. 1, 2016. Any travel initiated prior to December 1 should be processed according to the prior policy.

The Office of State Budget and Management maintains that a University traveler will be reimbursed the  standard mileage rate set by the Internal Revenue Service  of 54 cents per mile, which was effective January 1, 2016, when using their personal vehicle for state business when the round trip does not exceed 100 miles per day.

University travelers are obligated to use a State vehicle (if available) when the round trip exceeds 100 miles. The reimbursement rate has been reduced to 19 cents per mile (for miles exceeding 100) when an individual uses a personal car when a state car is available. Travel taken prior to Dec. 1, 2016 can be reimbursed at 34 cents per mile per the previous policy.

OSBM is currently in the process of completing a comprehensive update to the State’s Budget Manual, and this revised policy will be reflected in the Budget Manual once this update is complete.

If you have any questions regarding the new rate or the processing of travel forms, please contact travel_team@unc.edu.

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