OFFICE OF STUDENT TEACHING & FIELD EXPERIENCE INSTRUCTIONS FOR COMPLETING THE MILEAGE EXPENSE REPORT

EVERY EXPENSE REPORT Every report you complete must be new. You cannot re-use a previous report For example: You decide it would be easier to open your mid-term mileage, make changes to the dates and amounts then save it again under a new name and send it to me. When I open the file, an error reports that the file is “corrupted.” Please download a new form from our website every time you complete a new report.

STEP ONE: Copy the address below into your web browser teaching/teaching/supervisor.dot STEP TWO: Click on Download the new mileage expense report FINDING THE MILEAGE EXPENSE REPORT

STEP THREE: Click on the OPEN button

STEP FOUR: ENTERING INFORMATION ON THE TOP HALF OF THE MILEAGE EXPENSE REPORT TAB Enter the following information: NAME EMPLID (THIS IS LOCATED AT THE VERY TOP YOUR PERSONAL ACTION FORM (PAF) THIS NUMBER DOES NOT CHANGE) HOME ADDRESS (PLEASE INCLUDE CITY AND ZIP) TRAVEL DATE RANGE ENTER CURRENT MILEAGE $ RATE = GO TO THE WEBSITE BELOW FOR THE CURRENT MILEAGE RATE UNDER “REMARKS OR EXPLANATIONS” INCLUDE YOUR AUTO INSURANCE COMPANY

EXAMPLE OF ENTERED INFORMATION ON THE MILEAGE EXPENSE REPORT TAB

DO NOT ENTER ANYTHING NEXT TO MILES DO NOT ENTER ANYTHING NEXT TO REIMBURSE

STEP FIVE: CONTINUE ENTERING INFORMATION ON MILEAGE EXPENSE REPORT Type your NAME Type the DATE Type the Phone Ext.: 7987 Type the ACCOUNTING SPEEDTYPE(S):

EXAMPLE OF ENTERED INFORMATION ON THE MILEAGE EXPENSE REPORT TAB

STEP SIX: ADVANCING TO THE NEXT TAB CLICK THE NEXT TAB TO THE RIGHT – “COLLEGE SUPERVISOR MILEAGE RPT”

EXPLANATION OF MILEAGE CALCULATIONS: NUMBER OF MILES ARE BASED ON MAPQUEST AND Travel on behalf of the university Travel on behalf of the university All calculations are based on the shortest possible distance – we use Mapquest to check the mileage – If the UA address is closer to the site, this is used. See Example 2

STEP SEVEN: ENTERING INFORMATION ON THE MILEAGE WORKSHEET Enter Visitation Date Enter School(s) Visited Enter City (Locale) Enter Student(s) Visited Enter Mileage

EXAMPLE 1 ENTERED INFORMATION ON THE COLLEGE SUPERVISOR MILEAGE RPT TAB

EXAMPLE 2 WHEN MORE THAN ONE STUDENT IS VISITED IN ONE DAY

STEP EIGHT: FINISHING THE REPORT CLICK ON THE MILEAGE EXPENSE REPORT TAB – YOUR SCREEN SHOULD LOOK LIKE THIS ENTER $23.52 IN THE BOX NEXT TO SPEED TYPE

STEP NINE: SAVING THE REPORT CLICK ON FILE

STEP NINE: SAVING THE REPORT (CONTINUED) CLICK ON SAVE AS

STEP NINE: SAVING THE REPORT (CONTINUED) NEXT TO FILE NAME:DELETE THE INFORMATION LISTED

STEP NINE: SAVING THE REPORT (CONTINUED) NAMING THE FILE Save the file in an easy to access location THE FILE NAME: MUST ALWAYS BE TYPED IN THIS FORMAT: Travel_RPT_Doe_Jane_082614_ CLICK THE SAVE BUTTON NOTE: IF THE FILE YOU SEND IS NOT IN THIS FORMAT, IT WILL BE SENT BACK TO YOU.

STEP TEN: CREATE NEW /ATTACH MILEAGE REPORT/SEND Open your and create a new message In the box next to “To….” type my address: In the box next to “Subject:” Type the subject including the word “Mileage” Attach your mileage expense report Click Send

REASONS YOUR EXPENSE REPORT MAY BE SENT BACK TO YOU INFORMATION HAS NOT BEEN COMPLETED EXAMPLES: – EMPLOYEE ID NUMBER – NO INSURANCE LISTED – NOT SIGNED THE FILE IS NOT NAMED CORRECTLY EXAMPLES: – Travel Doe for Jan-Mar – Travel-RPT-Doe-Jane – Mileage for Jane Doe THERE IS A DISCREPENCY IN THE AMOUNT OF MILEAGE EXAMPLES: – The Mileage Worksheet indicates the distance from A to B is 25 miles BUT the actual mileage (PER MAPQUEST) is 14

IMPORTANT INSTRUCTIONS STUDENT OBSERVATIONS ARE COMPLETED EVERY OTHER WEEK (Unless the student is having problems or struggling with their experience). CONTACT MS. JEWELL CONCERNING THIS ISSUE! MILEAGE REPORTS SHOULD INDICATE MILEAGE FOR ONE STUDENT EVERY OTHER WEEK REPORTS ARE SUBMITTED TWICE A SEMESTER – DURING MID- TERMS AND FINAL EVALUATIONS

University rules for travel and business-related expenses Specific information and rules for travel can be found at the link below: – Travel on behalf of the university Travel on behalf of the university

ANY QUESTIONS? CONTACT Katie Feudner