Personal Vehicle

County employees are encouraged to use County-owned vehicles instead of personal vehicles when available. When personal vehicle travel is authorized, the prevailing IRS rate per mile is paid as full reimbursement for such transportation costs. The Finance Director is allowed to make periodic adjustments for auto mileage rates in accordance with current IRS regulations. The IRS approved rate may change on a calendar year basis and generally becomes effective January 1 of each year.

In order for mileage to be reimbursed, it must be substantiated with enough detail that the mileage claimed can be verified. This means that if you are not traveling to a commonly known destination/building (such as Swinburne, WCOB, airport, etc.), then specific street addresses must be provided.

To the extent possible, trips should be planned out in advance so that mileage is minimized.

Employees submitting mileage reimbursement requests during a time period when the standard mileage rate has changed must submit mileage for the different rates on separate forms.

Reimbursement for use of a personal vehicle including costs of additional meals and lodging resulting from such use of the personal vehicle shall not exceed the otherwise applicable airfare for such travel by the employee. (Due to recent events in the nation the finance department is relaxing this rule for reasonable exceptions.)

The use of a personal vehicle will normally be confined to desti­nations within North Carolina or in neighboring states where it is more advisable to travel by car because of expediency and destination accessibility.

Employees may not use the procurement card to purchase gasoline for their personal vehicle.