May 13, 2003

MEMORANDUM

T0:   Dean, Directors and Department Heads                      

FROM:   Cliff Flood, University Controller

SUBJECT: Changes in Mileage Reimbursement and Vehicle Rental Rates

The Office of State Budget and Management has revised the mileage reimbursement rate for employees.  Effective immediately for new travel, mileage will be reimbursed at the rate of $.22 per mile when a state-owned vehicle is available and an employee chooses to use his/her own vehicle.  The employee will be reimbursed at the current IRS rate of $.36 per mile when a state-owned vehicle is not available.

To request a motor pool vehicle or determine availability, the traveler can access the motor pool website at http://www.ncsu.edu/facilities/services/motor.htm and complete an Online Reservation form.  If no state-owned vehicle is available, a form will be faxed 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. 

The mileage rate change has been updated in the web travel system.  Effective May 14, 2003, the system will default to the $.22 per mile reimbursement rate.  A check box has been added to the system to allow identification that no state-owned vehicle was available.  If the traveler has received the Motor Pool form indicating that no state-owned vehicle was available, then he/she may check this box to receive the IRS rate of $.36.

Finally, the rental rate for all classes of state-owned vehicles has been reduced by $.01 per mile to help with budget concerns.

If you have any questions, please contact Kim Kelley at 515-7132 or Barbara Dupree at 515-7489.

cc:        Ernest G. Murphrey

            Kim Kelley

            Barbara Dupree

            University Business Officers

            Departmental Accounting Personnel