If you have ever completed a mileage reimbursement form, you know how tedious and time-consuming it can be. And then to learn that it has been returned for corrections after all of that work can be just as frustrating. Luckily, Accounts Payable (AP) has put together some helpful tips to consider when completing and submitting mileage reimbursement forms.
– Signatures – All signatures must be included on the form including the signature of the traveler. Whether it is the budget manager or supervisor, forms with missing signatures are automatically returned. It is the responsibility of the traveler (even if someone else, like an administrative assistant, is completing the form) to verify that all information is included on the form and signatures have been received.
– Maps – When completing mileage, always include maps. Only when traveling from campus to campus are maps not necessary. The AP team recommends Google Maps as these provide the most accurate and updated information. The picture of the map is not necessary, but please include the driving directions with the total miles traveled.
– Sufficient Funds – The budget manager should check that there are sufficient funds to cover the cost of any mileage reimbursement. If there are budget issues, the traveler will be contacted regarding the need for an increase. Please note that increases or budget transfers are the responsibility of the traveler’s department and should be completed with the help of the Budget department.
– Normal Commute – One of the most common errors is not including the traveler’s normal commute. If traveling directly from home to another campus that is not your regular workplace during a typical work week, the normal commute should be included. Remember to only include mileage accrued in excess of the normal commute on the mileage reimbursement form. If the total miles traveled for a day are less than a normal commute, those miles should not be included on a mileage sheet. If you’re not sure whether to include a normal commute, speak to an accounts payable specialist before completing the form to avoid a delay.
– Index Codes – The traveler must make sure that the index is included on the form when the budget manager signs it.
– Parking Fees – Please notate parking fees on their own line. If the amount is included with the tolls and there is no notation, the accounts payable specialist will adjust the amount when the toll costs are confirmed.
– Updated Address – It is the traveler’s responsibility to confirm his or her home address with Organizational Development and Human Resources. To update your address, follow the steps below:
- Log into Atlas
- Navigate to the Employees tab
- Under My Human Resources, click on Update Your Information
- Select Address(es) and Phone(s): View OR Update
Please note that any adjustments over $5 require department approval, so these forms will be returned. Also, errors on the normal commute or just human error entering numbers onto the form could result in the traveler not receiving all the funds due.
If you have any questions please email Accounts Payable at Accountspayable@valenciacollege.edu.