GENERAL

Authorization of the mode of travel is to be made by the department head subject to these regulations.

STATE CAR

When travel by car is determined to be feasible, a state owned car, if available, should be used instead of a private car.

Procedures for obtaining and using vehicles owned by the state are as follows:

• State owned automobiles are to be used only for official state business.
• The use of vehicles by employees must be officially authorized on a travel request, which is to be submitted to the University Motor Pool at least two weeks prior to the travel.
• All vehicles must be returned to the Physical Plant immediately upon the return from the authorized trip.
• A travel log must be prepared for each trip made in a state owned car. The state employee responsible for the car will enter the required information in the travel log.
• Credit cards owned by the State of North Carolina may be used while traveling outside of the immediate area. Credit card purchase receipts must be submitted to the Physical Plant upon return from the trip.
• State owned cars shall be used for official state business only. General statute 14-247 relating to the "Private use of publicly owned vehicles" states, "It shall be unlawful for an officer, agent or employee of the State of North Carolina of any county, of any institution or agency of the State, to use for any private purpose whatsoever any motor vehicle of any type or description whatsoever belonging to the State, to any county, to any institution, or agency of the State."
• Drivers shall observe all local and State ordinances pertaining to the operation of motor vehicles. Any fines imposed for any violation which was under the control of the driver shall be the responsibility of the driver.
• Insurance policies on cars and trucks have liability limits of $100,000.00. The maximum liability of this State for each accident is $100,000.00 per person for bodily injury, $500,000.00 for bodily injury for five or more persons and $100,000.00 for property damage. Any employee desiring additional protection may purchase it with a "drive other car" endorsement on his personal automobile liability insurance policy.
• Hitchhikers are not permitted to ride in State owned vehicles.
• Spouses and children of state employees may accompany them in state cars if space is available and all travel is strictly for official state business. 
• Non-State employees may accompany state employees in State cars when they have a business interest in the travel.
• Students of State Universities and Colleges may be passengers in State cars for athletics and other officially sanctioned activities at the standard mileage cost rate to be paid by the student activity fund involved.
• Students are not State employees; therefore, should not be drivers of State owned vehicles.
• When a State-owned car is used for official travel, parking and storage fees, tolls, and required repairs are legitimate charges to the State, provided necessary receipts are obtained. Reimbursement of expenses for airport parking for both private and state-owned cars are allowed with receipts.
• At the employees destination, state cars may be used prudently for travel to obtain meals, not for private purposes or for entertainment while off duty. No common carrier or public transportation fares are reimbursed on a trip on which an employee uses a state car, unless it is shown that such transportation was more economical in a particular situation.

TRANSPORTATION BY PERSONAL VEHICLE

Actual mileage is reimbursable.  Mileage is measured from the closer of the duty station or the point of departure to the destination (and return).  The standard business mileage rate set by the Internal Revenue Service will be paid.  Parking fees, tolls and storage fees are reimbursable when the required receipts are obtained.  However, if a state employee chooses to use a personal vehicle when a state-owned vehicle is available, reimbursement is at the motor fleet rate for mileage.

The mileage rate for all classes of State Motor Fleet Vehicles rental is $0.25 cents per mile.

GENERAL INFORMATION

Legislation requires that drivers of vehicles designed to carry 12 or more passengers must have a Class B Operator's license (Chauffeur's License). Legislation requires that an agency assigned motor vehicle driver must display to and allow the agency to copy that persons valid driver's license.

A&T State University requires that all persons traveling in either a state or a private vehicle, while engaged in University approved activities, shall use available seat belts. This requirement applies to both the driver and to all passengers in the vehicle.

TRAVEL TO / FROM AIRPORT AT EMPLOYEE'S DUTY STATION

Reimbursement for travel between the employee's duty station or home (which ever is less) and the nearest airline terminal ( or train/bus station if applicable) and for parking may be made under the following circumstances.

For travel by:

• Taxi or Airport Shuttle - Actual cost with receipts.
• Private Car - the standard business mileage rate set by the Internal Revenue Service for a maximum of two round trips with no parking charge, or one round trip with parking charges.  Receipts are required for airport parking claims.
• Use of Public Transportation - In lieu of using a taxi or airport shuttle, employees can be reimbursed without receipts $5.00 for each one way trip either from the airport or hotel/meeting or from the hotel/meeting to the airport.

TRAVEL TO/FROM AIRPORT AT EMPLOYEE'S DESTINATION

Reimbursement for travel to and from the airline terminal (or train/bus station if applicable) at the employee's destination may be made where travel is via the most economical mode available as listed below:

• Taxi or Airport Shuttle service - Actual cost with receipts. 
• Rental vehicles - may be used with prior approval of the department head or his or her designee; however, rental vehicles may not be used for the sole convenience of the employee (receipt required).
• Use of Public Transportation - In lieu of using a taxi or airport shuttle, employees can be reimbursed without receipts $5.00 for each one-way trip either from the airport to the hotel/meeting or from the hotel/meeting to the airport.

TRAVEL INVOLVING TRIPS OTHER THAN TO AND FROM THE AIRPORT

The actual costs of taxi and shuttle service fares are reimbursable when required for travel on official state business.  The request must be documented with a receipt.  The use of public transportation is reimbursable up to $5.00 per one way trip.

COMMUTING

No reimbursement shall be made 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 "callback" status).  For the state's policy on compensation to employee's on "call back" status, see the State Personnel Manual.

COMMERCIAL AIRLINES

Travel by "air coach" must be utilized when traveling by commercial airline. Exceptional conditions requiring the use of "first class" accommodations may be warranted provided a statement of the conditions is approved in writing by the department head. All reimbursable air line tickets must be purchased by the University. The flight itinerary for each ticket must accompany the Travel Authorization Form. The University Travel Office will purchase the lowest applicable and available fare if funds are available in your travel account.  However, if the traveler is able to secure a lower fare, the traveler is allowed to purchase the lower fare using their own funds and will be reimbursed for the purchase.  (Attach the original airline/hotel ticket or receipt).  Appropriate signatures must be affixed to the travel request.

TRANSPORTATION BY CHARTERED AIRCRAFT

No expense for travel as a passenger on non-commercial aircraft (charter flights) is reimbursable unless it is specifically authorized in advance.

The use of charter aircraft must be approved by the department head or his or her designee provided the following is substantiated  in writing:

• A state aircraft is not available or not appropriate for the size of the party traveling or the destination airport.
• The use of a charter flight is more economical than a commercial flight.
• The use of a charter flight is necessary because of unusual travel circumstances.

RENTAL VEHICLES

Rental vehicles may be used, however, they  must be justified and prior approval received from the Department Head before a rental vehicle can be secured. Rental vehicles are not to be used at state expense solely for the convenience or personal preference of the employee.  A receipt is necessary for reimbursement.