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

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

EVERY EXPENSE REPORTEvery 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 browserhttp://www.uakron.edu/education/current-students/student-teaching/teaching/supervisor.dot

STEP TWO:Click on Download the new mileage expense report

FINDING THE MILEAGE EXPENSE REPORT

STEP THREE:

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:NAMEEMPLID (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 RANGEENTER CURRENT MILEAGE $ RATE = GO TO THE WEBSITE BELOW FOR THE CURRENT MILEAGE RATE http://www.uakron.edu/controller/travel.dotUNDER 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 NAMEType the DATEType the Phone Ext.: 7987Type the ACCOUNTING SPEEDTYPE(S): 201381

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 3359-31-05 Travel on behalf of the universityAll calculations are based on the shortest possible distance we use Mapquest to check the mileageIf the UA address is closer to the site, this is used. See Example 2

STEP SEVEN: ENTERING INFORMATION ON THE MILEAGE WORKSHEET

Enter Visitation DateEnter School(s) VisitedEnter City (Locale)Enter Student(s) VisitedEnter 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 TYPESTEP 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 FILESave the file in an easy to access location

THE FILE NAME: MUST ALWAYS BE TYPED IN THIS FORMAT:Travel_RPT_Doe_Jane_082614_100714 - CLICK THE SAVE BUTTON

NOTE: IF THE FILE YOU SEND IS NOT IN THIS FORMAT, IT WILL BE SENT BACK TO YOU.

19STEP TEN: CREATE NEW EMAIL/ATTACH MILEAGE REPORT/SEND

Open your email and create a new messageIn the box next to To. type my email address: caf44@uakron.eduIn the box next to Subject: Type the subject including the word MileageAttach your mileage expense reportClick SendREASONS YOUR EXPENSE REPORT MAY BE SENT BACK TO YOUINFORMATION HAS NOT BEEN COMPLETEDEXAMPLES:EMPLOYEE ID NUMBERNO INSURANCE LISTEDNOT SIGNED

THE FILE IS NOT NAMED CORRECTLYEXAMPLES:Travel Doe for Jan-MarTravel-RPT-Doe-Jane8-26-14-10-7-14Mileage for Jane Doe

THERE IS A DISCREPENCY IN THE AMOUNT OF MILEAGEEXAMPLES:The Mileage Worksheet indicates the distance from A to B is 25 miles BUT the actual mileage (PER MAPQUEST) is 14

IMPORTANT INSTRUCTIONSSTUDENT 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 WEEKREPORTS 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:http://www.uakron.edu/controller/travel.dot3359-31-05 Travel on behalf of the university

ANY QUESTIONS?CONTACT

Katie Feudner 330-972-7961 caf44@uakron.edu