This article will help employees (authors) enter mileage and provides some helpful information on how to complete the form. Supervisors and secretaries will also be able to use this article to assign the form to the correct users in order to approve the mileage form for an employee.

Employee (author)

Mileage Setup

1. Navigate to the SSD Portal, https://portal.ssdmo.org and login with your SSD username and password.

2. Click the Applications menu.

3. Click on the Eform Author/Restraint/Seclusion button.

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4. On the Main Menu screen, click on the Add Mileage link.

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5. Verify the employee address is correct. If this need to be updated, please contact Human Resources and have your address changed. Once the address is changed you may return to this screen and complete the process.

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6. Click the time period drop-down and choose the appropriate time period in which the mileage occurred.

7. If you are assigned as a Homebound, SNAP or ESY OT/PT job code, then you will also see a area drop-down. If you are adding mileage for any of these positions, you will need to select the appropriate one from the list.

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8. If you know your mileage account number, enter it in the fields provided.  If you have two account numbers for your mileage, enter the first account number and add the second account number.  When you have finished entering all of your mileage, you will need to enter the dollar amount in the amt per account box on each line next to the account numbers, this amount should add up to the total amount listed on the form.

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9. Once the form is completed, click the Save link in the top left corner of the screen.

10. If for some reason this was created by mistake, you may open the item. Click Edit Header. Then on the header maintenance screen click the delete link on the top right of the screen.

Entering Mileage

1. On the Efrom Author Listing screen, locate and click on the select link for the item you need to add mileage to.

2. On the Mileage View screen, click the Edit Detail Line(s) link.

3. On the Mileage Detail Line Maint screen you are given three lines to add mileage. If you need more you may always click the Add Line(s) link to add 5 more lines.

4. Click the select link to begin adding mileage.

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5. On the Mileage Detail Line Edit screen, type or select the date from the calendar picker.

6. Click the location drop-down list for start and end. Choose an appropriate location from the lists. SSD and LEA locations are provided in the list. Selecting a location from the drop-down will automatically fill in the address details below.

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7. In the distance box, many choices you select from the list in start and end location will automatically populate the distance box. Some of them may not and if you enter a custom address, then you will have to type in the distance in miles.

8. Click the purpose drop-down list and choose the appropriate item.

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9. You may enter a comment in the comment box if necessary, or instructed to do so by your supervisor.

10. Click the Save link in the top left of the screen.

11. The steps above must be repeated for each trip. There are three tools that allow you to save some time when entering mileage. Please read about the functions below.

    1. Roundtrip mileage  - follow the steps to create a one way trip and save it. Now click the round trip link on the line you just created and it will automatically enter the next line with the date, to and from (opposite from the original entry), distance and purpose. This is a fantastic time saver for those that make round trips during the same day.

    2. Copy mileage – if you want to copy your mileage from the entry you just entered, click on the copy link on the line you want to copy and it will automatically enter the data on the next line. The only item you will need to edit is the date.

    3. Delete mileage - If you no longer want a line you have entered, click the delete link for that line to remove it.

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12. After all mileage has been entered and reviewed, click on the View link.

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13. On the Mileage View screen, once you are ready to assign mileage to your supervisor to approve, click the Edit Header link.

14. Click the assigned to drop-down list and choose your supervisor from the list.

15. Click the Author E-Signature checkbox to verify this form is accurate.

16. Click on the Save link to submit the form to your supervisor.

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Supervisor

1. Navigate to the SSD Portal, https://portal.ssdmo.org and login with your SSD username and password.

2. Click the Applications menu.

3. Click on the Finreporting and E-Forms button.

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4. Click the select link for Eform(s).

5. Click the Action drop-down and select Mileage Reimbursement from the list.

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6. Click the AssignTo drop-down list and select your name from the list.

7. Click the Search for Record(s) link.

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8. Click on the ticket number link to review the header and detail lines.

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9. Click the Edit Header link to approve/correct/review the ticket.

10. Click on the Assign to drop-down and if everything is completed correctly select Accounting from the list.

11. Once everything is correct and ready or approval, check the Supervisor E-Signature checkbox to approve.

12. Click the Save link on the top left corner of the screen.

Secretary

1. Navigate to the SSD Portal, https://portal.ssdmo.org and login with your SSD username and password.

2. Click the Applications menu.

3. Click on the Finreporting and E-Forms button.

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4. Click the select link for Eform(s).

5. Click the Action drop-down and select Mileage Reimbursement from the list.

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6. Click the AssignTo drop-down list and select your name from the list.

7. Click the Search for Record(s) link.

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8. Click on the ticket number link to review the header and detail lines.

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9. Click the Edit Header link to make any necessary changes and/or additions.

   1. If the employee needs to make corrections, you may also assign the ticket back to them. You must also send them an email or communication informing them what needs to be corrected.

10. Click on the Assign to drop-down and if everything is completed correctly select Accounting from the list, if the item needs supervisor approval select your supervisor form the list.

11. Click the Save link on the top left corner of the screen.

FAQ - Frequently Asked Questions

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