Policies and Procedures
Policy 1302 – Statutory Provisions and Maximum Rates for Travel
Policy Sections |
Effective Last Updated Responsible University Officer Responsible Unit |
Policy Statement
Expenses for employee travel on official University business are reimbursed at the following rates as set forth by State of North Carolina legislation:
- Travel by private car is reimbursable to a maximum of $0.555 per mile if a State car is not available, and the round trip does not exceed 100 miles. Travel by private car for the convenience of the employee may not exceed the cost of using public transportation. If a State car is available and the employee instead drives his/her own vehicle, the reimbursement shall be $0.30 per mile.
- Transportation by airline, bus, railroad, or other conveyance shall be reimbursed at actual tourist-class fare.
- The amount claimed for subsistence (room, meals, and reasonable gratuities) shall not exceed the statutory limits below.
In State |
Out of State | |
Breakfast |
8.00 |
8.00 |
Lunch |
10.45 |
10.45 |
Dinner |
17.90 |
20.30 |
Total Meal Expense |
$36.35 |
$38.75 |
Lodging |
63.90 |
75.60 |
Total |
$100.25 |
$114.35 |
Reimbursement for lodging may be made only in the amount documented by a receipt of actual lodging expenses from a commercial lodging establishment. The per diem rate for lodging does not include taxes. That is, the payment of sales tax, lodging tax, local tax, or service fees applied to the cost of lodging are paid in addition to the lodging rate and are reimbursed as a lodging expense.
Reason for Policy
Ensure compliance with State of North Carolina travel regulations as defined by the legislature.
Exclusions
The University reimburses the actual cost with receipts for lodging when faculty, staff or students are in a high-cost area and unable to secure lodging with the current allowance, or when an individual submits in writing an opinion that his/her personal safety or security is unattainable within the current allowance.
Allowances will be paid for meals for partial days of travel when the partial day is the day of departure or the day of return. The following table details the requirements to claim such reimbursement.
Meal |
Day of Departure |
Day of Return |
Comments | |||
Breakfast |
Leave before 6:00 a.m. |
N/A |
Must extend the workday two hours | |||
Lunch |
Leave before 12 noon |
Return after 2:00 p.m. |
Cannot be claimed unless either the trip requires an overnight stay or the cost of the lunch is part of a registration fee | |||
Dinner |
Leave before 5:00 p.m. |
Return after 8:00 p.m. |
Must extend the workday by three hours | |||
Subsistence expense is reimbursable if it is incurred at least 35 miles from the employee's home or work station, whichever is less, unless specifically authorized in advance by the Chancellor.
A request to stay at a non-commercial establishment (e.g. lodging at a location other than a hotel, motel, or bed and breakfast) must be approved in advance by the Office of State Budget and Management (OSBM). Please submit requests with sufficient lead time to allow for review by OSBM staff.
None
Additional Information
Frequently Asked Questions
Q: Do the meal per diems apply to out-of-country travel?
A: The answer depends upon the funding source. If the trip is to be paid from State-appropriated or F&A funds, the maximum per diem amount allowed for meals is $37.50. Trips funded by discretionary funds are reimbursed at the out-of-state per diem rate unless actual receipts are submitted. Some federal contracts and grants allow meal reimbursement based on the U.S. State Department allowances.
Q: Why does the OSBM publish a lodging allowance?
A: All employees of the State are to request the State rate when reserving lodging. The actual lodging amount supported by a receipt will be reimbursed when it is not possible to obtain clean, safe lodging within reasonable proximity for this amount.
Q: Do meal per diems include the tip?
A: Yes.
Q: Under what circumstances may a traveler fly first class or business class?
A: A traveler with a doctor-certified medical condition may fly first class. A traveler may fly business class on international flights.
Q. May I claim my actual expense for meals if I keep my receipts?
A: Meal expense is an allowance and may not exceed the per diem amounts as determined by the NC General Assembly.
Related Data
North Carolina Office of State Budget and Management Budget Manual
Contacts
SUBJECT |
CONTACT |
TELEPHONE |
FAX |
|
Travel Provisions |
Travel Services |
962-0210 |
962-2356 |
|
Travel Policy |
Systems & Operations |
843-5098 |
962-2356 |
History
Revised:
July 1, 2011 (rate change)
September 20, 2010