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***** Disclaimers *****
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It is the responsibility of each employee to calculate their own miles traveled
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Mileage & Travel Policies are located at:
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https://sites.google.com/a/dcsdk12.org/acct/policies
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1. This spreadsheet was prepared with the intent of using published information to simplify the mileage reimbursement process. To achieve best results, download the original Excel version and work from Excel, rather than in Google Sheets.
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2. Reimbursement rates change and will be updated by Accounts Payable. Be certain you are using the most recent version of the template. The version date can be found in the lower right corner of the printed document (It can also be viewed by looking at the footer).
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3. The spreadsheet can not be expected to know the mileage. You will not get a warning message of this situation and you will need to manually enter the mileage in column H.
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4. When you override the calculation and manually enter a mileage, that cell is temporarily "broken" because the formula is gone. If necessary, you can "fix" that cell by copying from a working cell in the same column and pasting over the "broken" one. Each time you create a new mileage statement from the template, you get a fresh start and all cells will be OK.
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5. If at any time, you find any type of error, please email the Accounts Payable Dept at Accounts.Payable@dcsdk12.org. This will facilitate getting it fixed and ensure that they can be on the lookout for other submissions of expense statements until the template is repaired.
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6.You will need to enter the 4 digit year (2025/2026) under the 'Year' column or the spreadsheet will not automically calculate the Mileage Expense for you.
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7. Reimbursements over 60 days may be denied and all mileage reimbursements for the prior school year are due by mid July of the following school year to be charge to the prior SY. Mileage submitted after a predermined cut off date will be charged to the current SY.
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8. By signing this form, you understand that you are authorizing this expense to be paid out of the budget you oversee and that you have confirmed there is budget available to cover the expense. Please provide a pdf copy of *signed form for processing. *elctronic signatures are accepted
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9. Additional guidelines: When a starting location is home to an offsite location or reverse, your normal daily commute to or from work should be deducted.
Seneraios:
Home to work is 10 miles, offsite location is 15 miles, 5 miles can be claimed (including reverse - offsite to home).
Home to work is 10 miles, offsite location is 5 miles, no mileage is claimed (including reverse - offsite to home).
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10. Cells that are shaded with a color are the ONLY cells that require information to be entered. Other cells are locked to safe guard the integrity of the formulas and format. Please keep description brief to fit in area provided
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