1504.1 - Procedure for Multiple-Day Trips

Introduction

Purpose

This procedure communicates the proper procedure for reporting multiple-day mileage rates in compliance with statutory regulations for all UNC travelers on official business.

Scope of Applicability

This procedure applies to all employees (faculty, staff, employed students, and senior University administrators) and non-employees (non-employed students, independent contractors, and University affiliates).

Procedure

When using a personal vehicle, trips that began on or after January 1 of each year are reimbursed at the business standard mileage rates for that year which are located on the UNC Finance Travel Allowances web page.

  • When submitting reimbursement for data collectors or other University travelers who report multiple day trips on a single Web Travel document, travel document preparers should attach an Excel spreadsheet with the mileage details for each trip, calculating the mileage according to the State rate, and adding all trips together in a final total. In Web Travel, the preparer should select "ground" in the travel type description field and hit "save", which will auto-populate the mileage field with "1". They should then enter the total mileage reimbursement amount from the spreadsheet into "Cost Field" and submit.

Definitions

Please refer to Finance Policy 1501 - Policy on Business Travel for a list of common definitions.

Related Requirements

External Regulations and Consequences

University Policies, Standards, and Procedures

  • Finance Policy 1504 - The University of North Carolina at Chapel Hill Policy on Transportation Expenses Including Mileage Rates
  • Finance Policy 1501 - The University of North Carolina at Chapel Hill Policy on Business Travel

Contact Information

Primary Contacts
Contact Telephone Fax Email
Travel Services 919-962-0210 919-962-2356 travel_team@unc.edu
Travel Policy 919-843-5097 919-962-2356 travel_team@unc.edu
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Details

Article ID: 131472
Created
Thu 4/8/21 9:09 PM
Modified
Thu 5/5/22 2:23 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
01/15/2020 11:47 AM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Travel and Payment Card Services Manager
Last Review
Date on which the most recent document review was completed.
01/15/2020 11:47 AM
Last Revised
Date on which the most recent changes to this document were approved.
01/15/2020 11:47 AM
Origination
Date on which the original version of this document was first made official.
08/02/2019 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget