Sheet 1: Mileage & Transportation

	
	
	
	
	
	
	
	
	
	
	

		
MILEAGE AND TRANSPORTATION REIMBURSEMENT (MTR)
		
	

		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


	
	

		
I. Header
		


		


		
Please complete all fields below
		


		


		


		


		
Is traveler also a student?
		
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UNC Charlotte ID #
		
Traveler's Name
		
Employee or Non-Employee?
		
	

		


		


		


		
	

		
Name of College/Department
		
Contact Name
		
Contact's Phone
		
	

		


		


		


		
	

		
Traveler's Street Address
		
Traveler's City/State/Zip
		
Payment Type
		
	

		


		


		


		
	

		
Additional Comments
		
	

		


		
	

		


		


		


		


		


		


		


		


		


		


	
	

		
II. Trip Log
		


		


		


		


		


		


		


		


		


	
	

		
DATE
		
DEPART
		
DESTINATION
		
BUSINESS PURPOSE
		
RECEIPTS
		
MILEAGE
		
AMOUNT
		
TOTAL
	
	

		


		
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Total to be reimbursed to claimant
		
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III. Funding
		


		


		


		


		
IV. Approval
		


		


		


		


	
	

		
Fund
		
Account
		
Amount
		


		


		
Under penalties of perjury, I certify this is a true and accurate statement of mileage and transportation expenses incurred while in service of the State.
		
	

		


		


		
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ERROR - Please correct prior to submitting
		
	

		


		


		


		


		


		
Signature of Traveler
		


		


		


		
 Date 
	
	

		


		


		


		


		


		
I have examined this reimbursement request and certify that it is just and reasonable.
		
	

		


		
Total
		
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At least one fund must be entered
		


		


		


		
	

		


		


		
Supervisor's Printed Name (or Delegate)
		


		


		


		


	
	

		
AP/TCP Use Only APPROVAL ROUTING
		


		
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Supervisor's Signature (or Delegate)
		


		


		


		
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Additional Approver Signature (if required by department/fund)   Date
		


		


		


		


	



Sheet 2: Line by Line Instructions

	
	
	
	

		
Line by Line Guidance for Mileage and Transportation Reimbursement
		
	

		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
Section I: Header
		
	

		
Is traveler a Student?
		
Please indicate whether or not (yes or no) the traveler is a student.
		
	

		
UNC Charlotte ID
		
Banner number for traveler; use Banner screen FTIIDEN to search for number.
		
	

		
Traveler's Name
		
Enter the full, legal first name and last name of the traveler as it appears in Banner (please do not use nicknames).
		
	

		
Employee or Non-Employee?
		
Use the drop-down list to indicate whether the traveler is an employee of UNC Charlotte or a non-employee. 
		
	

		
Name of College/Department
		
Enter the name of the department issuing the fund for payment of mileage and transportation expenses.
		
	

		
Contact Name, Phone
		
Enter the name and campus phone number (use 7-XXXX format) of the administrative contact person for the department. 
		
	

		
traveler's Street Address
		
Enter the traveler's permanent street address (not campus address).
		
	

		
traveler's City/State/Zip
		
City, State, and zip code of traveler's permanent address.
		
	

		
Payment Type
		
This field defaults to DD1 (Direct Deposit) when "Employee" is selected.  If an alternate payment type is desired, manually enter the code (i.e., VR1). You may use Banner form SOADDRQ to find the address type, otherwise contact vendor-setup@uncc.edu. 
		
	

		
Additional Comments
		
Use this field to provide any other comments (optional).
		
	

		
Section II: Trip Log
		
	

		
Date
		
Date miles driven occurred. Miles are subdivided by trips within one day.
		
	

		
Departure Location
		
Select the location you departed from for each entry (e.g., authorized duty station, enter UNCC or SBTDC, etc.). Mileage is not reimbursed from home, unless it is closer to the destination than the duty station (UNC Charlotte); mileage to and from the Charlotte-Douglas International Airport is limited to 15 miles one-way or 30 miles roundtrip at the full mileage rate. Commuting and call-back mileage is not reimbursable.
		
	

		
Destination
		
City, State of destination (e.g., Greensboro, NC); if destination is within Charlotte area, please list specific destination such as Bank of America Downtown Office or Uptown Conference Center, etc.
		
	

		
Business Purpose
		
List the specific University business purpose for the mileage and parking expenses incurred.
		
	

		
Receipts
		
List the dollar amount of any parking, ride sharing, light rail or transit pass receipts and submit them as an attachment; an itemized receipt is required for reimbursement.  If you did not receive a receipt, note that in the "Additional Comments" field.
		
	

		
Mileage
		
List the total number of eligible miles driven per trip per day while satisfying the given University business purpose. Enter in format 10.55
		
	

		
Mileage Amount
		
Automatically calculated based on the reimbursement rate listed on the "Rates" tab.
		
	

		
Total Amount
		
This field will automatically calculate the total reimbursement amount for transportation and mileage. 
		
	

		
III. FUNDING
		
	

		
Fund/Account/Amount
		
Indicate which fund source(s) and account codes will be used to cover the mileage and tranportation expenses. Enter the six-digit Banner fund number and six-digit account code. At least one fund must be entered in the first fund field. The amount automatically defaults to match the total amount from section I. If you have multiple fund sources you can manually change the amount field.
		
	

		
IV. APPROVAL
		
	

		
Signature of traveler
		
The traveler must read the statement in this field and acknowledge by providing their signature. Sign upon completion of all other form sections. Signature is not required for non-employees with a zero reimbursement. 
		
	

		
Supervisor's Printed Name and Signature
		
The supervisor (or authorized delegate) must read the statement in this field and acknowledge by providing their signature. Sign upon completion of all other form sections. The supervisor's printed name must also be provided.
		
	

		
Additional Signature
		
The Additional Signature Approval line is provided for those departments which require additional approval on their Funds.  It is not a requirement of the Travel Office.
		
	

		
OTHER HELPFUL HINTS FOR COMPLETING A REQUEST FOR MILEAGE AND PARKING REIMBURSEMENT
		
	

		
Questions/Inquiries
		
Email travel@uncc.edu. You will receive a response within 2 business days. The Travel fax is 704-687-1450.
		
	

		
Campus Mail
		
Address campus mail for Travel to Travel Office, Reese Building, 3rd Floor.  
		
	

		
Travel Manual
		
Access the UNC Charlotte Travel Manual at this URL, https://finance.uncc.edu/resources/manuals-guides-procedures/travel-manual 
		
	

		
OSBM Budget Manual
		
Access the North Carolina Office of State Budget & Management (OSBM) Budget Manual at this URL, https://www.osbm.nc.gov/state-budget-manual. The Travel Policies begin in Section 5.