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VALENCIA COLLEGE MILEAGE REIMBURSEMENT FORM

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VALENCIA COLLEGE
MILEAGE REIMBURSEMENT FORM
PLEASE NOTE: Use this form if your ONLY expenses are excess mileage, tolls, and parking. This form is to be used for reimbursement of excess mileage
above your normal commute. You can use this form for BOTH in-District and out-of-district Class C travel as defined by Section 4D of the Valencia Policy
6Hx28:5-08. Class C Travel is defined as, “Travel for short or day trips where the traveler is not away from his or her official headquarters overnight. No
allowance shall be made for meals, registration, or lodging for Class C Travel”. In-District travel is considered Orange and Osceola counties. Indicate all out-
of-district travel by checking the box in the Out-Of-District Field. Please use this form if you are NOT staying overnight. For overnight stays claiming meals,
registration, or lodging please complete an Authorization for Travel Form (please do not complete both forms for the same trip).
NAME (print or type) _____________________________________ Mail Code ______________
HOME ADDRESS _____________________________________ _______________________
Street City, State Zip code
_____________________________ _V0_____________ ______________ (605010) TOTALS _________ $__________
SIGNATURE OF TRAVELER VID# DATE
(605020) TOTALS _________ $__________
FORM COMPLETED BY (TYPE NAME): _________________________________
MILEAGE X RATE = $_____________
APPROVED BY: ___________________________ __________________ _________
SIGNATURE OF SUPERVISOR PRINT NAME DATE TOTAL AMOUNT DUE $_____________
CHARGE TO:
IN-DISTRICT:
INDEX _________ ACCT 605010 AMOUNT $__________ BUD. MGR. SIGN ________________ PRINT NAME _________________
OUT-OF-DISTRICT:
INDEX _________ ACCT 605020 AMOUNT $__________ BUD. MGR. SIGN ________________ PRINT NAME _________________
STUDENT TRAVEL:
INDEX _________ ACCT 605060 AMOUNT $__________ BUD. MGR. SIGN ________________ PRINT NAME _________________
Please attach a printout from MapQuest for travel to/from non-campus locations
Please include home address on the form, if traveling from or to home and claiming excess miles- REMEMBER to deduct normal commute
NOTE: You can save data typed in this form.
Submit to: Accounts Payable DO-330
OUT OF
DISTRICT
DATE
FROM
LOCATION
TO
LOCATION
REASON FOR TRAVEL
MILEAGE
TOLLS &
PARKING
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DFA-1
Rev. 09-2012
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Mileage Reimbursement Form Instructions Page | 1
QUICK CHECKLIST (FORM DFA-1)
☐ Complete this digital form completely and correctly (do not handwrite) – this form will automatically calculate all
mileage totals and reimbursement amounts for you.
☐ Include all Index and Account Numbers
☐ Attach ALL SUPPORT DOCUMENTS including but not limited to:
☐ MapQuest printouts
• Not needed for campus to campus travel
• Use In-District Mileage Chart available:
• valenciacollege.edu/accountspayable/documents/UpdatedIn-DistrictMileageChart.pdf
• Total mileage and route details
• Actual map not needed
• Used for locations not home campus
☐ All receipts over $5.00 for tolls and parking – this is for an individual toll over $5.00, not the cumulative total
• Receipts are not needed for purchases of $5.00 and under
PLEASE NOTE: The College will only reimburse the most economical means of travel.
☐ Obtain ALL required signatures:
☐ Traveler’s signature, printed name, and date signed
☐ Direct Supervisor’s, signature, printed name, and date signed
☐ Budget Manager’s, signature, printed name, and date signed
PLEASE NOTE: Keep all forms together when obtaining signatures
PLEASE NOTE: If using grant funds, please send this form to the Grants Department before sending to AP.
☐ Submit this form to Accounts Payable at DO-330 for processing on a MONTHLY BASIS.
PLEASE NOTE: Do NOT use this form if:
If you are traveling out-of-district for a conference, convention, or training and paying a registration fee
If you are attending an overnight trip
In these instances, please complete an Authorization for Travel and list mileage on form.
In-District travel is considered in Orange and Osceola Counties.
What are Excess Miles?
The Mileage Reimbursement Form reimburses for miles IN EXCESS of your normal commute.
What does this mean?
o You can only receive reimbursement for additional mileage driven above the normal roundtrip commute.
How do I calculate my normal commute?
o Mileage from Home Address to Home Campus = normal commute (one-way)
o Example: Home to West (one-way) is 5 miles
o Subtract the mileage from your route
o Example: Home to East (one-way) is 16 miles, subtract 5 miles each way
o PLEASE NOTE: Accounts Payable can provide a spreadsheet to calculate your normal commute, if needed.
Mileage Reimbursement Form Instructions Page | 2
THREE METHODS FOR REPORTING MILEAGE
Method #1: Net
Take all miles for each day, subtract the normal commute, and enter ONLY EXCESS MILES in the MILEAGE Field.
EXAMPLE:
Here, the traveler left his home campus at West, traveled to CJI, and then traveled home for the day. He took the mileage and tolls
information from the In-District Mileage Chart for West to CJI travel of 15 miles and $2.00 in tolls. He then calculated his mileage from CJI
to his Home and subtracted his one-way normal commute. The total from CJI to Home minus his one-way normal commute is 7 miles. He
added the 15 miles from and the 7 miles to equal 22 miles total. He also incurred an additional $2.25 in tolls on his commute home. His
total Mileage and Tolls/Parking for the day are 22 miles and $4.25 in tolls.
Method #2: Line by Line
For each travel destination, include a line on the mileage form. Subtract the one-way or round-trip normal commute WHEN
APPLICABLE.
EXAMPLE:
In this example, the traveler traveled to numerous sites on the same day. She traveled from her home to East Campus, East Campus to
Lake Nona Campus, and Lake Nona Campus back to her home. As you can see, she included one line on the Mileage Reimbursement
Form for each trip that day. She included the campus to campus mileage based on the In-District Mileage Chart, and then subtracted her
round-trip normal commute for the day. Her normal commute is 12 miles one-way, so the traveler subtracted 24 miles (round trip because
she left from and arrived home that day) from the last leg of the trip. Her commute from Lake Nona to Home was 21 miles and because she
subtracted 24 miles from that mileage, it shows up as a -3. When the mileage is automatically totaled, the -3 will be deducted from her
travel for the day to show only excess miles.
Method #3: Actual Mileage subtract Normal Commute
In this method, the traveler lists all of the mileage for each trip and then enters their normal commute (either one-way or
round trip) for the day as a negative number to subtract the normal commute out. When the form is automatically calculated,
the excess miles are only reimbursed.
EXAMPLE:
In this example, the traveler is entering each destination line by line and also including ALL miles for each trip. At the end of each day, she
is deducting either her one way or round trip normal commute (depending on if she left and returned home on the same day) and entering
this as a separate line as well. Her one way commute is 5.70 miles and her round trip normal commute is 11.40 miles. On May 17
th
the
traveler left from home and returned to home on the same day. She deducted her normal commute round trip commute, 11.40, and entered
it as a negative number. On May 22, the traveler left from home and traveled to East Campus. She then returned to her home campus. The
traveler deducted her one-way normal commute of 5.70 and entered it as a negative number. The end total will calculate ONLY the excess
miles as the normal commutes were deducted.
Mileage Reimbursement Form Instructions Page | 3
u
MILEAGE REIMBURSEMENT FORM
(FORM DFA-1) INSTRUCTIONS
☐ STEP 1: COMPLETE TRAVELER INFORMATION
☐ Type traveler’s name & mail code
☐ Type traveler’s primary “home” address (NOT home campus). Refer to Guideline section above for definition of
primary “home” address).
☐ STEP 2: DOCUMENT ALL TRAVEL
☐ Indicate if this is out-of-district travel by selecting the box.
☐ Enter the ACTUAL date of your travel (NOT today’s date)
☐ Enter your starting destination in the FROM LOCATION field. You MUST start and end your daily travel at either
your home or home campus (PLEASE SUBTRACT NORMAL COMMUTE EACH DAY OF TRAVEL WHEN
APPLICABLE)
☐ Enter your destination in the TO LOCATION field.
☐ Enter a brief description for your travel in the REASON FOR TRAVEL field (example - Staff meeting, Valencia
Training). Please limit description to box size.
☐ Include your EXCESS MILES in the MILEAGE field. PLEASE NOTE: There are (3) different methods for
completing this form correctly.
☐ Enter all toll and parking costs. Receipts are needed for any tolls and parking over $5.00.
☐ STEP 3: COMPLETE THE SIGNATURE SECTION
☐ Traveler sign and date form
☐ Include traveler’s Valencia Identification Number (VID#) on indicated line
☐ Type name of person who prepared the travel form on the “Completed By” line
☐ Direct supervisor & Budget Manger for Index must sign, print, and date form (In most cases the budget
manager/approver will be your supervisor, but in some situations, such as with Staff and Program Development
funds, this may not be true)
☐ STEP 4: COMPLETE CHARGE TO SECTION
☐ If charging for in-district and out-of-district travel, indicate correct index numbers and amounts on the
corresponding lines. 605010 is for in-district Travel and 605020 is for out-of-district travel. Total dollar amount for
each index/account must equal the “Total Amount Due” listed on the form).
☐ STEP5: ATTACH SUPPORT DOCUMENTS INCLUDING BUT NOT LIMITED TO:
☒ MapQuest printouts (Not needed for campus to campus travel):
• Include roundtrips for the day
valenciacollege.edu/accountspayable/documents/UpdatedIn-DistrictMileageChart.pdf
Total mileage and route details
Actual map not needed
Used for locations not home campus
• For locations not listed on the Valencia College Mileage Chart, attach routes with paper clip from MapQuest
ONLY
• Use In-District Mileage Chart for campus to campus travel
☐ All receipts over $5.00 for tolls and parking (Please tape receipts securely to letter size paper)
Receipts are not needed under $5.00
PLEASE NOTE: The College will only reimburse the most economical means of travel.
☐ STEP 6: SEND COMPLETED FORM AND ALL SUPPORT DOCUMENTS TO ACCOUNTS PAYABLE MAIL
CODE, DO-330
Mileage Reimbursement Form Instructions Page | 4
MILEAGE REIMBURSEMENT FORM
GUIDELINES (FORM DFA-1)
PURPOSE
This form is submitted to request reimbursement for mileage, tolls, and parking for in-district and out-of district Class C travel
as defined by Section 4D of the Valencia Policy 6Hx28:5-08. Class C Travel is defined as, “Travel for short or day trips where
the traveler is not away from his or her official headquarters overnight. No allowance shall be made for meals or lodging for
Class C Travel.”
PERSONS AUTHORIZED
Personnel entitled to in-district travel reimbursement include:
Employee (full or part-time) of Valencia College
Student of Valencia College;
Consultants or advisors to Valencia College;
Members of Valencia’s District Board of Trustees;
Others as authorized by the District Board of Trustees, the President, or a Designee.
GUIDELINES
General
No form is required prior to in-district travel, unless a fee is being paid to attend the event, in which case an “Authorization for
Travel or Absence from Campus” must be completed.
While the College will not reimburse employees for their normal roundtrip commute mileage, defined as miles incurred to
travel from home to official campus headquarters back home, employees may be reimbursed for any additional mileage
(EXCESS MILES) driven above the normal roundtrip commute. An employee’s official campus headquarters is deemed to
be the hiring campus location within the employee record.
The primary “home” address is based on the active address listed within the traveler’s personal identification record found in
the Banner form FOAIDEN under the address tab. Since a traveler may have more than one active address type, the home
address is determined as follows.
Employees – “HR” address type
Students – “MA” address type
Others – “BI” address type
Local express toll charges will be reimbursed at the most economical rate (i.e. SunPass or E-Pass rate) even if the traveler
does not own an expressway transponder. The mileage reimbursement rate is defined by Florida Statute 112.061(3)(d)1.a,
and is currently 44.5 cents per mile. The “In-District Travel & Out-of-District Report” form contains formulas that will
automatically calculate the claimed mileage at this rate. After the in-district travel occurs, please complete the Mileage
Reimbursement Form based on the checklist provided to ensure the traveler’s reimbursement request is processed as
quickly as possible. The “In-District & Out-of-District Travel Report” should be maintained and submitted on a monthly basis
to aid the College’s monitoring of travel expenditures throughout the year.
Student Travel
For student travel requirements, please refer to the Student Club and Organization Manual at
valenciacollege.edu/studentdev/clubs/
Other Resources
For additional information, please refer to:
Valencia Travel Policy 6Hx28: 5-08 Travel by Authorized Personnel at
valenciacollege.edu/generalcounsel/policy/default.cfm?policyID=127&volumeID_1=5&navst=0
Accounts Payable website at valenciacollege.edu/accountspayable/
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Completed 8 April 2020

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