Mileage and Parking Reimbursement Information

Last revised February 2018

  1. A teleworker agreement form has been submitted for you to HR. This form allows you to use your home address as your office or “duty station.” This form is only good for one fiscal year and must be resubmitted in June of each year. If you move, you must update the TeleworkerAgreement form with your new address.
  1. MapQuestdirections must be included for each trip, in order to prove mileage. All maps should reflect round trip mileage.You will need to submit MapQuest directions EVERY OTHER WEEKyou visit sites. Please try to be as efficient as possible when planning trips. If you are visiting more than one site in a day, please include each visit on one MapQuest directions sheet. From the MapQuest website, you can email Jessica your trip details.

To do this go to . Then click the “needdirections” tab. Type in your home address in the “Where are you starting” space then type in the address of the site you will be visiting in the “where are you going” space. If you are visiting more than one site that day, click on“+ Add Stop” and then type in the address for the 2ndsite . You can add as many stops as needed. Be sure to always remember to add your home address as your last stop. Then click the green button labeled “View route Directions. “

After clicking “View Route Directions, “ you will see “Share” highlighted in green near the top of the left side page. Click the “Share” link. Then select the “send to email” tab and type in Jessica’s email address () . Type your name into the “Name” space. In the “Include an optional message” space,please type in your first & last name and the date of your trip.

*If you had to go off course for reasons such as construction or traffic accidents, be sure to calculate approximately how many miles you had to go off course. Then in a separate email, give mea brief explanation with date of travel. Ex: On May 15th, due to construction, I was rerouted an additional 5.5 miles.

Everyone has their own system for keeping track of their mileage and for remembering to send maps. Whatever works for you is fine. However, please remember that if you wait until the last day before they are due to send maps, that it will take you quite a while to complete this task.

  1. To be reimbursed for parking, an original, itemized receipt must be snail mailed to our office at:

Attn: Jessica Ward

UNCC COE Rm-261

Educational Leadership

9201 University City Blvd.

Charlotte, NC 28223

  1. Meals are not reimbursable unless travel involves an overnight stay.
  1. You cannot claim mileage reimbursements on UNCC holidays. Therefore, you cannot claim reimbursement on 1-New Year’s Day, 2-Martin Luther King Jr. Day, 3-Independence Day, 4-Labor Day, 5-Thanksgiving Break (Nov 23-24), or 6-Winter Break (Dec. 22, 25-29).
  1. Processing turn-around from the Travel Department is estimated to be 21-30 business days. You will receive your reimbursement by direct deposit.

Filling in the Mileage and Parking Reimbursement Form

***COMPLETED FORMS MUST BE SUBMITTED TO JESSICA ON THE 15thand LAST BUSINESS DAYof EACH MONTH***

  1. Go to Click on “Open,” not “Save.”
  1. If you receive a prompt asking you to “enable macros,” click “Yes.” An excel spreadsheet will open entitled “UNC Charlotte Request for Mileage and Parking Reimbursement.” Currently, mileage rates are as follows: For trips 100 miles or less the current rate is .545/mile & for trips over 100 miles the current rate is .33/mile. Please be very mindful of this as you are filling out the M/P form.
  1. The mileage form cannot be hand-written. It must be typed. It cannot be printed in landscape. If additional space is needed, please total mileage on first page and begin a second reimbursement form. Please do not allow one day’s trip to extend onto another page. In that case, please remove the first line of the trip from page 1 and start the entire trip on page 2. This is a Travel Department form; therefore, please do not modify form in any way.

UNC Charlotte Request for Mileage & Parking Reimbursement Form (Line By Line Guide)

CLAIMANT'S INFORMATION

  1. UNC Charlotte ID#Your Banner number
  2. Claimant's NameYour full, legal name as it appear in Banner
  3. Address Your full, permanent address
  4. City, State, ZipCity, State, and zipcode
  5. Claimant a Student?Yes or No
  6. Claimant a Employee?Yes or No
  7. Claimant a US citizen?Yes or No

ADMINISTRATIVE SUPPORT CONTACT

  1. Contact NameJessica Ward
  2. Contact Phone704-687-0542
  3. Issuing Department Educational Leadership
  4. Date SubmittedLeave blank. Once Jessica approves it she will fill in date.

ACTUAL MILEAGE AND PARKING EXPENSES INCURRED

Although, you may email Jessica a map with multiple locations on it, you willneed toput each site you visit on a new line.

  1. Date Type in date of travel.
  1. Departure Location For your first departure of the day, type in “Home”

>For your 2nd visit, on the 2ndline, type in the name of whichever

your lastdestination was (site name only) and so on

and so forth for each additional destination each day.

For multiple sites in one day, your last destination should be your home.

>If you visit only one site in a day, then you can put the round trip visit on one line.

  1. Destination Type in city of destination andsite’s name(Ex: Asheville, Kids

Korner).

  1. Business Purpose Type in either M-for a Mentoring visit or E-for an Evaluator

visit. Then, type in “teacher visit” only. (Additional details are

not needed on this form such as observation or post-conference)

(Ex. 1: M-Teacher visit);

(Ex. 2: E-Teacher visit)

  1. Parking Please leave cellblank unless you paid for parking (this

should be a rare occasion). If paid you for parking, list the

dollar amount incurred; type in format 5.00. Remember an

original, itemized receipt must be snail mailed to our office.

  1. Mileage Type in miles driven. Type in format 10.50. You will need to include the

mile each leg of the trip.

  1. Rate Current state rates are 54.5 cents (.545) for trips 100 miles or less;

33 cents (.33) fortrips over 100 miles.

  1. Amount This cell automatically calculates based on your entries above.

Please do not alter this block

  1. Total Amount This cell also automatically calculates based on your entries

above. Please do not alter this block.

SOURCE OF FUNDS

  1. Please leave this table blank. Once your form is submitted to Jessica, she will review the form, and then add the necessary information into this table. Then, she will email the form back to you.

APPROVAL ROUTING

  1. Please leave this table blank. This section is for the Travel Department only.

CLAIMANT’S SIGNATURE

  1. Please do not sign and date until Jessica has reviewed form and emailed it back to you.

SUPERVISOR’S SIGNATURE

  1. Amanda will sign and date the form after you have emailed it to Jessica a 2nd time and you have signed and dated it.

>To sum it up…1-Complete form as stated. 2-Email form to Jessica on the 15thandlast business day of each month.

3-Once Jessica reviews it, adds the source fund information, make any changes needed and types in “date submitted”, she will email it back to you. 4-Once you receive the form back from Jessica, please review it,print form, sign it, & date it. 6-Scan form and email it as a PDF file back to Jessica.

If these directions are not followed as instructed, it could delay your reimbursement.

After Jessica turns your paperwork into the Travel Department, ifsomething needs to be corrected, she will receive an email and you will be copied on it. Please do not reply. Jessica will handle all communication with the Travel Department.

>Please remember to be as efficient as possible. If any business can be completed through phone calls or online, please be sure to do so.

*As always, please call or email Jessica with any Travel Reimbursement questions.

Thanks! Happy Traveling!