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Slide 2 OFFICE OF STUDENT TEACHING & FIELD EXPERIENCE INSTRUCTIONS FOR COMPLETING THE MILEAGE EXPENSE REPORT Slide 3 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. Slide 4 STEP ONE: Copy the address below into your web browser http://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 Slide 5 STEP THREE: Click on the OPEN button Slide 6 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 http://www.uakron.edu/controller/travel.dot UNDER REMARKS OR EXPLANATIONS INCLUDE YOUR AUTO INSURANCE COMPANY Slide 7 EXAMPLE OF ENTERED INFORMATION ON THE MILEAGE EXPENSE REPORT TAB Slide 8 DO NOT ENTER ANYTHING NEXT TO MILES DO NOT ENTER ANYTHING NEXT TO REIMBURSE Slide 9 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): 201381 Slide 10 EXAMPLE OF ENTERED INFORMATION ON THE MILEAGE EXPENSE REPORT TAB Slide 11 STEP SIX: ADVANCING TO THE NEXT TAB CLICK THE NEXT TAB TO THE RIGHT COLLEGE SUPERVISOR MILEAGE RPT Slide 12 EXPLANATION OF MILEAGE CALCULATIONS: NUMBER OF MILES ARE BASED ON MAPQUEST AND 3359-31-05 Travel on behalf of the university3359-31-05 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 Slide 13 STEP SEVEN: ENTERING INFORMATION ON THE MILEAGE WORKSHEET Enter Visitation Date Enter School(s) Visited Enter City (Locale) Enter Student(s) Visited Enter Mileage Slide 14 EXAMPLE 1 ENTERED INFORMATION ON THE COLLEGE SUPERVISOR MILEAGE RPT TAB Slide 15 EXAMPLE 2 WHEN MORE THAN ONE STUDENT IS VISITED IN ONE DAY Slide 16 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 Slide 17 STEP NINE: SAVING THE REPORT CLICK ON FILE Slide 18 STEP NINE: SAVING THE REPORT (CONTINUED) CLICK ON SAVE AS Slide 19 STEP NINE: SAVING THE REPORT (CONTINUED) NEXT TO FILE NAME:DELETE THE INFORMATION LISTED Slide 20 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_100714 - CLICK THE SAVE BUTTON NOTE: IF THE FILE YOU SEND IS NOT IN THIS FORMAT, IT WILL BE SENT BACK TO YOU. Slide 21 STEP TEN: CREATE NEW EMAIL/ATTACH MILEAGE REPORT/SEND Open your email and create a new message In the box next to To. type my email address: caf44@uakron.educaf44@uakron.edu In the box next to Subject: Type the subject including the word Mileage Attach your mileage expense report Click Send Slide 22 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-Jane8-26-14-10-7-14 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 Slide 23 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 Slide 24 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.dot 3359-31-05 Travel on behalf of the university 3359-31-05 Travel on behalf of the university Slide 25 ANY QUESTIONS? CONTACT Katie Feudner 330-972-7961 caf44@uakron.edu