Mileage must be detailed by using the start/finish location as the University or the actual point of departure, whichever results in fewer miles traveled.
Reporting of mileage must be as accurate as possible. A comparison of actual mileage will be made against the number of miles calculated using Mapquest® as the principal standard for determining approved reimbursement. Personal odometers, GPS systems, and other tracking systems, while helpful, will not be used in the final verification of miles traveled.
The number of reimbursable miles may not exceed the number of miles of the most cost-effective reasonably safe route between two or more duty points.
If the travel expense report does not provide sufficient space, the detail may be attached as a supplementary schedule, listing miles driven by date and destination.
If mileage varies as a result of exceptions (e.g., roads closed due to construction), adjustments can be made when the variance is noted (including reason) on the expense form or the supplemental attachment. These occurrences should be the exception, not the rule.
Mileage may be rounded up to the nearest mile (e.g., MapQuest results in 23.78 miles, you may round up your mileage to 24.0 miles). Mileage “cushions” are not permitted.
Any mileage accrued between duty points, e.g., going to lunch, conducting personal business, is NOT reimbursable.
To avoid any reimbursement delays, we strongly recommend that all mileage point-by-point itemization records be submitted no later than five business days from the end of the semester.
Mileage will be turned in twice during the semester. Once at mid-term and at the end of the semester. See the Student Teaching website for specific deadline dates.
If additional site visits are required for a student, contact The Office of Student Teaching (330-972-7961) for approval.