Local Mileage Reimbursement Training Payroll Services Local Mileage Reimbursement Training

Completing Required Travel Forms Always download forms from CCSD Intranet Support Site: http://support.cobbk12.org/formbank/ All forms should be TYPED 6-digit Employee ID # should be on all travel documents All signatures should be signed in ink other than black County-funded trips- Originals routed to Payroll Services Copies kept for your records Student Activity-funded trips- All documents maintained at school

Local Travel: Mileage, Parking & Tolls FS-156 Employee Expense Statement for Local Travel Reimbursement Use this form on a daily basis to calculate the mileage traveled between District schools/facilities. The FS-156 is also used for mileage and parking reimbursements incurred for local travel to non-CCSD facilities, i.e. one-day conferences County policy requires that travelers submit expenses substantiating the amount, date, use and business purpose of expenses, within 30 calendar days after completion of the trip or event. The FS-156 form must have applicable GL Account indicated. Expenses submitted more than 60 calendar days after completion of the trip or event, will be included in the traveler’s IRS Form W-2 as taxable income per IRS regulations.

FS-156 Employee Expense Statement Local Travel Reimbursement Use to request reimbursement for local mileage, parking and toll expenses Mileage Calculator located on Form Bank MapQuest good resource for calculating mileage Ensure GL Account and signatures completed

Local Travel Reimbursement: FS- 156 Form should be completed and signed by the employee at the end of a specific trip or at the end of each month Form must be submitted to the employee's Principal or Department Head for review and approval before it is submitted to Payroll Services for reimbursement Applicable funding area or department must also review and approve all travel expense reimbursements prior to sending request to Payroll Services Forms not properly completed and/or approved will be returned to the approving supervisor, thereby, delaying reimbursement to the employee Student Activity Fund reimbursements: Principals approve all FS-156's when reimbursement is made from Student Activity Funds. It is then submitted to the Local School Bookkeeper for reimbursement.

Travel Resources

Contacts for Travel Procedures Primary Contact: Payroll Travel Representative 770-426-3338 Additional Contacts: Rhonda Elsberry, Payroll Accountant 770-420-4938 or Rhonda.Elsberry@cobbk12.org Kim Coonfield, Manager, Payroll Services 770-426-3502 or Kimberly.coonfield@cobbk12.org