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OFFICE OF STUDENT TEACHING & FIELD EXPERIENCE. INSTRUCTIONS FOR COMPLETING THE MILEAGE EXPENSE REPORT. EVERY EXPENSE REPORT. Every report you complete must be new. You cannot re-use a previous report

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OFFICE OF STUDENT TEACHING & FIELD EXPERIENCE

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Office of student teaching field experience

OFFICE OF STUDENT TEACHING & FIELD EXPERIENCE

INSTRUCTIONS FOR COMPLETING THE

MILEAGE EXPENSE REPORT


Every expense report

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.


Finding the mileage expense report

FINDING THE MILEAGE EXPENSE REPORT

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


Step three step three

STEP THREE:STEP THREE:

Click on the OPEN button


Step four entering information on the top half of the mileage expense report tab

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


Example of entered information on the mileage expense report tab

EXAMPLE OF ENTERED INFORMATION ON THE MILEAGE EXPENSE REPORT TAB


Do not enter anything next to miles

DO NOT ENTER ANYTHING NEXT TO MILES

DO NOT ENTER ANYTHING NEXT TO REIMBURSE


Step five continue entering information on mileage expense report

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


Example of entered information on the mileage expense report tab1

EXAMPLE OF ENTERED INFORMATION ON THE MILEAGE EXPENSE REPORT TAB


Step six advancing to the next tab

STEP SIX: ADVANCING TO THE NEXT TAB

CLICK THE NEXT TAB TO THE RIGHT – “COLLEGE SUPERVISOR MILEAGE RPT”


Office of student teaching field experience

EXPLANATION OF MILEAGE CALCULATIONS:NUMBER OF MILES ARE BASED ON MAPQUEST AND 3359-31-05 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


Step seven entering information on the mileage worksheet

STEP SEVEN: ENTERING INFORMATION ON THE MILEAGE WORKSHEET

  • Enter Visitation Date

  • Enter School(s) Visited

  • Enter City (Locale)

  • Enter Student(s) Visited

  • Enter Mileage


Example 1 entered information on the college supervisor mileage rpt tab

EXAMPLE 1 ENTERED INFORMATION ON THE COLLEGE SUPERVISOR MILEAGE RPT TAB


Example 2 when more than one student is visited in one day

EXAMPLE 2 WHEN MORE THAN ONE STUDENT IS VISITED IN ONE DAY


Step eight finishing the report

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


Step nine saving the report

STEP NINE: SAVING THEREPORT

CLICK ON FILE


Step nine saving the report continued

STEP NINE: SAVING THE REPORT (CONTINUED)

CLICK ON SAVE AS


Step nine saving the report continued1

STEP NINE: SAVING THE REPORT (CONTINUED)

NEXT TO FILE NAME:DELETE THE INFORMATION LISTED


Step nine saving the report continued naming the file

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.


Step ten create new email attach mileage report send

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: [email protected]

In the box next to “Subject:” Type the subject including the word “Mileage”

Attach your mileage expense report

Click Send


Reasons your expense report may be sent back to you

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

    • IF THE MILEAGE IS ONLY 5 MILES OFF THE EXPENSE REPORT WILL NOT BE RETURNED


Important instructions

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


University rules for travel and business related expenses

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


Any questions

ANY QUESTIONS?

CONTACT

Katie Feudner

330-972-7961

[email protected]


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