This article is to assist users with the guidelines for mileage reimbursement. The following sections are highlighted from the original document. There is a link below that will take you directly to the original document that has been approved by the BOE. (2020-12-14)
Accessing and using the form
The electronic mileage form can be accessed through SSDLife (http://portal.ssdmo.org). Please check out this article for a step by step walkthrough, Using the FinInfo Mileage Reimbursement EForm.
Submitting mileage reimbursement requests
Request for mileage reimbursement must be submitted monthly if the amount to be reimbursed exceeds $100.00. If mileage reimbursement is between $40.00 and $100.00 in the first month then, mileage may be submitted monthly. If you qualify and choose not to submit for monthly reimbursement, you must wait until the end of a quarter. Monthly mileage must be submitted on the same mileage e-form, Create one e-form for the 3 month period (quarterly). If you have greater than $10.00 at the end of a quarter, it must be submitted.* If mileage reimbursement is less than $40.00 for the first month of a quarter (see examples), the request for mileage reimbursement must also be submitted quarterly as follows:
1st Quarter: | Jul. 1 | through | Sept. 30 | due by | Oct. 10 |
2nd Quarter | Oct. 1 | through | Dec. 31 | due by | Jan. 10 |
3rd Quarter | Jan. 1 | through | Mar. 31 | due by | Apr. 10 |
4th Quarter | Apr. 1 | through | Jun. 30 | due by | Jul. 10 |
Examples:
Jan= $56, Feb= $60, Mar= $15. You may submit each request monthly by the 10th of the following month Jan= $110, Feb= $120, Mar= $105. You must submit request monthly.
Jan= $35, Feb= $75, Mar= $55. Submit one request quarterly based on the schedule above.
Jan= $80, Feb= $26, Mar= $75. Submit Jan. by Feb 10th. Submit Feb. and Mar. mileage at the end of the quarter, Apr. 10th.
If mileage is less than $10.00 for a quarter, the mileage must be turned in the next quarter when the combined mileage is greater than $10.00. Mileage will not be considered delinquent in those cases only. All mileage for the school year must be turned in by July 10. Accounting will complete tickets for payment when dollar amount criteria is met.
Commuting requirements
Employee will be reimbursed for mileage when use of personal automobile is required to perform job responsibilities. As defined by the I.R.S., mileage reimbursement should be based on the actual number of miles driven less the employee's normal commute. If you are an Administrator and your first stop varies between the schools you supervise and your office, the distance from your home to the first stop is your normal commute. For example, if your first stop is one of the schools you supervise, that first school will be considered the normal commute. If your first stop is the Central Office, for training or a meeting that will be considered the normal commute for that day. As such, the first stop you make should be recorded as the starting point and the second stop will be the end location for mileage reimbursement. Subsequent stops on the same day should be recorded in the same manner. For an itinerant teacher, the normal commute will be considered the first school they serve each day. All staff are expected to schedule travel in the most efficient manner possible. Employee should check with their supervisor if they have any questions.
Listing travel segments
Please list each segment of your daily travel; i.e., Southview to C.O., C.O. to Litzsinger. Do not combine these segments on one line, Southview to C.O. to Litzsinger. If traveling to a student's home, please provide the street address and zip code. Reimbursement will not be provided on regular work days for travel from home to the first work site of the day or for travel from the last work site of the day to home. If, however, work-related travel is necessary and approved on a non-work day, reimbursement will be provided for travel to and from home if a valid explanation is attached. Mileage from home to night meetings and back will not be reimbursed. If an employee is "lost", only the mileage related to non-lost travel will be reimbursed.
Reimbursement rate
Reimbursement will be based upon a rate of $0.48 per mile or as otherwise determined by the Board of Education.
Mileage outside the St. Louis area
If mileage is outside of the St. Louis area, please call the Accounting Department (989-8178) for the appropriate mileage allowance (i.e. Columbia, Jefferson City, etc.). Employees will be reimbursed for actual mileage allowed less normal commute and should provide number of miles associated with normal commute.
Supervisor approval
Employee's immediate supervisor must approve all requests for mileage reimbursement.
Delinquent mileage
Request for mileage reimbursement must be submitted by the 10th day of the month immediately following the month(s) for which reimbursement is being requested (see schedule above for quarterly dates). Mileage is delinquent if it is received by Accounting after the 20th of the month in which it is due. Delinquent mileage may require approval by the Superintendent before being paid. Delinquent mileage will not be approved for a previous fiscal year.
Employee's responsibility
Incomplete or incorrect requests will be assigned back to the employee for correction. It is the employee's responsibility to keep reimbursement records.