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General Questions

Where can I find the mileage reimbursement policy and/or forms?

The mileage reimbursement policy is located under District Policy DKC – Expense Authorization / Reimbursement:

The mileage reimbursement form is located at the following URL:

What additional documentation do I need to submit with my mileage reimbursement form?

If you traveled from / to any location that is not on the District list, you will need to include a printout of the directions of the route you drove. Be sure that it includes the total mileage of your drive. You may obtain a printout from Google Maps, MapQuest, or a similar mapping service.

How long do I have to submit my mileage reimbursement?

Internal Audit recommends that you submit your mileage reimbursement within 60 days of the first day of travel listed on the form. This allows for your school or site to account for the expense for budgeting purposes

Calculating Mileage

What is Internal Audit's guidance on mileage calculation?

Internal Audit recommends that miles greater than normal commute (from home to primary work location to home) be used for mileage calculation for most occasions.

Employees may use actual miles for mileage calculation when the employee is traveling from their Primary Work Location and returning to their Primary Work Location on a normal workday or is traveling on a non-work day. Employees may also request actual miles when traveling to/from the Airport or if traveling to a Non-District Location for multiple days.

What are examples in which miles greater than normal commute should be used?

1. Home to Site to Work

Sam’s normal commute to work is 6 miles. On Wednesday, he needed to stop at Aurora Hills Middle School for a meeting. Afterwards, he continues on to work. Aurora Hills Middle School is along the way and is 3 miles from his home and 3 miles from his work. In this situation, Sam can only request a reimbursement for the miles greater than normal commute. Since his normal commute is 6 miles, his drive from home to Aurora Hills Middle School is 3 miles, and from the school to work is 3 miles, he should not request any mileage driven for his trip.

  • [(3 + 3) – 6] = 0 reimbursable miles

 

2. Home to Site to Work

Cindy’s normal commute to work is 6 miles. On Monday, she needs to stop at Clyde Miller P-8 for a meeting. Afterwards, she continues on to work. Clyde Miller P-8 is 5 miles from her home and 3 miles from her work. In this situation, Cindy can only request a reimbursement for the miles greater than normal commute. Since her normal commute is 6 miles, her drive from home to Clyde Miller P-8 is 5 miles, and from the school to work is 3 miles, she can request a reimbursement of 2 miles for her trip.

  • [(5 + 3) – 6] = 2 reimbursable miles

 

3. Work to Site to Home

John’s normal commute from work to home is 4 miles. At the end of the day on Friday, he needed to stop by Print Services to drop off some items to make copies. Print Services is located on the route home and is 1 mile from his work. He then drives 3 miles home. In this situation, John can only request a reimbursement for the miles greater than normal commute. Since his normal commute is 4 miles, his drive from work to Print Services is 1 mile, and from Print Services to home is 3 miles, he should not request any mileage driven for his trip.

  • [(1 + 3) – 4] = 0 reimbursable miles

 

4. Work to Site to Home

Rachael’s normal commute from work to home is 9 miles. At the end of the day on Monday, she had a meeting Sable Elementary. Afterwards, she leaves Sable Elementary to go home. Sable Elementary is 8 miles from her work and 6 miles from her home. In this situation, Rachael can only request a reimbursement for the miles greater than normal commute. Since her normal commute is 9 miles, her drive from work to Sable Elementary is 8 mile, and her drive from Sable Elementary to home is 6 miles, she can request a reimbursement of 5 miles for her trip.

  • [(8 + 6) – 9] = 5 reimbursable miles

 

5. Home to Non-District Location to Work

Nicole’s normal commute from home to work is 7 miles. She has a half day training on Tuesday that she is required to attend. The training is located in Castle Rock, which is 35 miles away from her home. Afterwards, she heads to work, which is a 41 mile drive. In this situation, Nicole can only request a reimbursement for the miles greater than normal commute. Since her normal commute work is 7 miles, her drive to Castle Rock is 35 miles, and her drive from Castle Rock to work is 41 miles, she can request a reimbursement of 69 miles for her trip.

  • [(35 + 41) – 7] = 69 reimbursable miles

 

6. Work to Non-District Location to Home

Erica’s normal commute from work to home is 11 miles. She has a meeting downtown that she is required to attend, which is a 9 mile drive from work. Afterwards, she heads home, which is a 22 mile drive. In this situation, Erica can only request a reimbursement for the miles greater than normal commute. Since her normal commute home is 11 miles, her drive downtown is 9 miles, and her drive home from down is 22 miles, she can request a reimbursement of 20 miles for her trip.

  • [(9 + 22) – 11] = 20 reimbursable miles

 

7. Home to Non-District Location to Home, Same Day, Normal Work Day

Anna has an all day conference downtown from Monday through Wednesday that she is required to attend. Her drive from her home to downtown is 16 miles. Her normal commute to work is 6 miles. In this situation, Anna can only request a reimbursement for the miles greater than normal commute. Since her normal commute to and from work is 6 miles each way and her drive downtown and back home is 16 miles each way, she can request a reimbursement of 20 miles for her trip each day.

  • [(16 x 2) – (6 x 2)] = 20 reimbursable miles per day

What are examples in which actual miles should be used?

1. Site to Site

Sue works at Gateway High School and needs to go to Print Services and back, which is 3.20 miles away. In this situation, Sue can request a reimbursement for the actual miles driven for her round trip or 6.40 miles.

 

2. Site to Non-District Location

Mary works at Paris Elementary School. On Friday morning, she has to go downtown for a meeting, driving 8 miles. After her meeting, she returns back to work. In this situation, Mary can request a reimbursement for the actual miles driven for her round trip or 16 miles.

 

3. Home to Non-District Location to Home, Same Day, Non-Work Day

Tom is required to go to a meeting downtown on Saturday. The trip to downtown from his home is 14 miles. In this situation, Tom can request a reimbursement for the actual miles driven for his round trip or 28 miles because it is not a normal work day for Tom.

What if I have to return to work after my normal work day is over for a meeting or other business purposes?

According to policy, you are allowed to request mileage from your primary residence to your primary work location ONLY if you are required to return to work on the same day.

 

After-Duty Work

Tammy finishes her work day at Side Creek Elementary School and goes home for the day. She has to return to work 3 hours later for a parent-teacher conference. She will not be receiving any overtime pay. It is 2 miles from her house to Side Creek Elementary School. In this situation, Tammy can request a reimbursement for the actual miles driven for her round trip commute or 4 miles.

  • [Exception] If you are required to return to work and are receiving overtime pay, you may NOT request mileage for your round trip from home to work.

I am going to a conference or meeting in- or out-of-town during a normal work week. I will not be going into work the days I am at the conference or meeting. I will be returning home each day. How do I account for the mileage?

You may request the miles greater than normal commute for your drive for each day you are attending your conference or meeting if it falls on a normal work day.

  • (See (7) under “What are examples in which miles greater than normal commute should be used?”)

If your conference or meeting is on the weekend or a non-work day, you may request the actual miles for your drive for each day you are attending your conference or meeting that is on the weekend or a non-work day.

  • (See (3) under “What are examples in which actual miles should be used?”)

How do I account for mileage if I need to go to the airport for an out-of-state conference or an overnight/multiple nights trip in a different town?

You may request the actual miles for your drive.

 

1. Home to Airport

Bill is going to a conference out-of-town. On Tuesday morning, he drives 18 miles to Denver International Airport to catch his flight. He returns on Thursday afternoon and goes straight home. In this situation, Bill can request a reimbursement for the actual miles driven for his round trip or 36 miles.

 

2. Home to Work to Airport

Ryan goes to work on a normal workday. After work, he drives to the airport to attend a conference out-of-town. He drives 11 miles to Denver International Airport to catch his flight. When he returns from his conference, he drives 18 miles from Denver International Airport to his home. In this situation, Ryan can request a reimbursement for the actual miles driven for his trip or 29 miles.

 

3. Home to Non-District Location to Home, Multiple Days

Lisa needs to go to Vail for a 2 day training. She plans to stay overnight and return the next day after the training. Her drive to Vail from her home is 97 miles. In this situation, Lisa can request a reimbursement for the actual miles driven for her round trip or 194 miles.

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