1) Determine if you are eligible to seek mileage reimbursement.
Driving from your home to your school and back does not make you eligible for mileage reimbursement.
If you are required to leave your building to attend a training or meeting in another building, you are eligible to complete and submit monthly mileage expense reports.
If your daily assignments require you to travel from building to building, you are eligible to complete and submit monthly mileage expense reports.
According to our current contract, “The Board agrees to reimburse teachers who are required to drive their personal automobiles on approved school business at the IRS-established rate. If the IRS establishes a new rate, the rate will become the approved rate for reimbursement following the rate change which payments will be paid prospectively. Mileage is subject to approval by the School Superintendent or his designee.”
2) Obtain, complete, and submit an Employee Mileage & Incidental Expense Report.
You might ask one of your building secretaries for this form. You can also download these forms at www.esasd.net. On the long thin blue bar stretching across, move the mouse atop the word “Employees”. From the drop-down menu that appears, click on “Forms”. Find the forms you need eight items down, labeled “Miscellaneous”. Adjacent to the “Mileage Form”, you’ll find the “Mileage Chart”. This chart is extremely valuable since it lists all potential district starting points and common destination points you might have to drive to. NOTE: The mileage amounts shown are for round trip.
When you complete the expense report form, you’ll need to supply the following information:
Name, Building/Position, Description of Expense From/To – Reason for Trip, and Number of Miles. You will also be required to sign a statement verifying that the information you’ve provided is true and correct and that you have not or will not accept reimbursement of the expenses you’re submitting from any source.
After making a copy to retain for your records, submit the completed report to your Building Principal within 30 days of the end of any month to which the expenses are incurred.
3) **Important note to teachers whose daily assignments require them to travel from building to building – in the beginning of each school year, you need to calculate your approximate mileage for the year and submit it to your Department Chairman during budget time (late November, early December) so that your cost is taken into account.
You are eligible to complete and submit monthly mileage expense reports, but your yearly expenses must be planned for with your Department Chairman, otherwise you may experience problems with your reimbursement.