Important Updates: P-cards and IRS mileage rate

January 8, 2025
Categories: News Tags: Purchasing Card Program, Travel

Important updates regarding purchasing cards (P-cards) and the IRS mileage rate. This information applies to all P-card holders and those who travel for University business.

Purchasing Card (P-card)

  • UNC System Policy requires a new biannual p-card training course. Look for a launch announcement in Niner Insider for this upcoming training.
  • Remember to store your P-card securely and only use it for authorized business purchases. Any intentional personal use will result in the revocation and cancellation of the cardholder’s card.
  • For more information, review the revised purchasing card manual. 

IRS mileage rate increase

  • On Jan. 1, 2025, the IRS increased the business standard mileage rate to 70 cents a mile (up from 67 cents).
  • The 2025 rate will automatically be applied to travel requests in Concur with a start date of Jan. 1, 2025.

UNC Charlotte faculty, staff and graduate students should continue to use Concur to submit mileage-only travel expense reports, travel requests and purchasing card expense reports.

Concur Tips and Reminders

  • Per diem meal reimbursements should be claimed using the Travel Allowance feature. If your travel reimbursement expense report utilizes Administrative or Student meals to claim your individual per diem meals, it will be returned for correction.
  • Meal Documentation—If your travel does not include a formal agenda or documentation regarding meals, a detailed itinerary (including provided meals) should be attached instead of the formal agenda. If no meals were provided, a statement that no meals were provided should be included on the detailed itinerary.
  • Cost Comparisons for Personal Travel—If you add personal travel to the beginning or end of your trip, you must provide cost comparisons showing that the University incurred no additional cost by extending the trip.
  • Driving vs. Flying—If the destination is more than 500 miles away (1,000 miles roundtrip), reimbursement for round-trip mileage cannot exceed the cost of a round-trip flight. A cost comparison or business need justification must be provided for the full cost of the mileage to be reimbursed.
  • P-card Reconciliations for travel expenses paid for with your individual P-card should be reconciled on a Travel Expense Report (not a P-card Expense Report).

Resources

Contact Information

Email questions to purchasingcard@charlotte.edu or travel@charlotte.edu.