Business Services - Local Mileage Reimbursement

​Policy Number:  01.5.2012.0008

What forms do I need?

• Reimbursement Acknowledgement Agreement ⁽¹⁾
•  /departments/Policies-and-Manuals
• Local Mileage and Travel Reimbursement Acknowledgement Form
•  https://portal.intranet.co.ccc.edu/finance/Procurement–Business-Services/Local-Mileage-and-Travel-Reimbursement-Policy-and-Forms/AP-Local-Mileage-and-Travel-Reimbursement-Acknowledgement-Form-03.2012.rtf
• Local Mileage Reimbursement Form
• https://portal.intranet.co.ccc.edu/finance/Procurement–Business-Services/Local-Mileage-and-Travel-Reimbursement-Policy-and-Forms/CCC-Local-Mileage-Reimbursement-Form-7.2012—Revised.xls
• Certification Driver’s License And Automobile Liability Coverage ^{( 1 )}
• https://portal.intranet.co.ccc.edu/finance/Procurement–Business-Services/Local-Mileage-and-Travel-Reimbursement-Policy-and-Forms/Insurance-Certification-Form-1.26.12.pdf/wp-content/uploads—Adobe-Acrobat-Pro.pdf
•  20Local-Mileage-and-Travel-Reimbursement-Acknowledgement-Form-03.2012.rtf (Bad Link)

How to complete the Local Mileage Reimbursement packet:

• Complete the Reimbursement Acknowledgement Agreement form.
• i. Reimbursement Acknowledgement Agreement is an annual, online submission (i.e., one-time per fiscal year).
• Complete all remaining forms above.
• i. Be sure to select yes or no under the round trip indicator on the Student Reimbursement Expense Form.
• ii. Be sure to complete the Funding Source Chart-Field information on form Part II.
• You can obtain the funding source from your Dean or Department Chair.
• Gather all required documentation.
• All original, itemized receipts.
• Attach agenda, synopsis, itinerary or invite to event.
• Copy of Driver’s License and Insurance Card if requesting mileage reimbursement.
• Include Google or Map Quest mileage information^{( 1 )}
• From home to location (if event start time is the same as your normal start time)
• From school to location (if leaving work to attend the event)
• Obtain all required signatures.
• Dean/Manager
• E. Submit the completed packet (steps B – D) to the Business Office^{( 2 )}
• Submit a completed and approved packet no more than 30 days after the event.

Note:

• ^{( 1 )}Per district policy, do not include the first or last two miles when calculating mileage (i.e., deduct 2 miles from the total mileage driven for each leg of the trip).
•  ^{(2 )}The Business Office will obtain the remaining, required signatures from the Executive Director, President and Vice Chancellor’s Office.
• The student seeking reimbursement must be listed as an approved vendor in the system. If not listed as an approved vendor, the student must complete a vendor form. The form should be signed by the Executive Director then faxed to procurement Services at 312-553-2594. This should be done before seeking reimbursement.