Mileage Information

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					              Mileage
            Instruction
               Guide


Contents:

     Mileage Reimbursement FAQs

     Mileage Worksheet Instructions

     How to Use Yahoo Maps to Find Mileage

     How to Add an Address in Yahoo Maps
                 Mileage Reimbursement FAQs

When is mileage due?

     August – Any mileage for trips taken in August for the Fall semester must
     be submitted by October 1st due to the change of the Fiscal Year on
     September 1st.

     Fall – Any mileage for trips taken on or after September 1 st for the Fall
     semester must be submitted by 5:00 PM on the Wednesday during the
     last week of classes.

     Spring – Any mileage for trips taken during the Spring semester must be
     submitted by 5:00 PM on the Wednesday during the last week of classes.


How do I submit mileage for reimbursement?

     Mileage must be submitted on the current mileage worksheet via e-mail to
     Christal Rosa at christalrosa@mail.utexas.edu.

     * Please do not use older versions of the mileage worksheet. Always use
     the one currently available on the mileage reimbursement Web page.

     * Mileage worksheets must be e-mailed. Paper copies of the
     mileage worksheet will not be accepted.


What happens once my mileage worksheet is received?

     When your mileage worksheet is received, the distances are checked to
     make sure they are correct. If they are correct and if all of your required
     documents have been received (see next question), a reimbursement
     payment will be processed and you will receive a check in the mail within
     2-4 weeks at the address you indicated on your mileage worksheet.

     If your mileage worksheet requires corrections, you will receive an e-mail
     with an FYI copy of your mileage worksheet with the corrections shown. If
     all of your required documents have been received, a reimbursement
     payment will be processed based on the corrected mileage.

     If your mileage is correct (or has been corrected) but all of your required
     documents have not been received, your reimbursement will be held until
     we receive the documents. Once the documents are received, your
     reimbursement will be processed.
What other documents are required for mileage reimbursement?

     Cooperating Teacher Evaluations – required by all coordinators and
     facilitators

     Summative Assessments – required by all coordinators and facilitators
     of apprentice teachers


How do I submit the other required documents?

     Cooperating Teacher Evaluations – e-mail to Christal Rosa at
     christalrosa@mail.utexas.edu

     Summative Assessments – turn the original signed documents in to the
     Education Services office in SZB 294


Do all of the required documents have to be submitted at the same
time?

     No, you may turn them in as you complete them. However, your mileage
     reimbursement will not be processed until all documents have been
     received.


What are some reasons my mileage reimbursement may be delayed?

     * All required documents have not be received.

     * Incomplete mileage worksheet has been received. For example, contact
     information incomplete, which Web site used to calculate mileage not
     indicated on worksheet, missing distance calculations, etc.

     * Not all Summative Assessments turned in or ones turned in have
     missing signatures.

     * If there are any questions regarding any of the materials you turned in,
     there may be a slight delay while we contact you to straighten them out.
                                  Important Links

For Mileage Information:

Mileage Reimbursement Page
http://www.edb.utexas.edu/education/field/resources/FCmaterials/mileage/

Mileage Instruction Guide (download)
http://www.edb.utexas.edu/education/assets/files/edServices/field/MileageInstGuide.doc

List of School Addresses Page
http://www.edb.utexas.edu/education/index.php?id=1284

To Download Necessary Forms:

Mileage Worksheet
http://www.edb.utexas.edu/education/assets/files/edServices/field/Mileage_Worksheet.xls

Cooperating Teacher Evaluation Form
http://www.edb.utexas.edu/education/assets/files/edServices/field/CTEval_Worksheet.xls

Summative Assessment Form
http://www.edb.utexas.edu/education/assets/files/edServices/field/Summative.doc

Instructions for Summative Assessment Form
http://www.edb.utexas.edu/education/index.php?id=1287

Web Sites to Calculate Mileage:

Yahoo Maps
http://maps.yahoo.com/

MapQuest
http://www.mapquest.com/

Google Maps
http://maps.google.com/
               Mileage Worksheet Instructions
 All fields are required.
  Do not put your SSN in the EID field.
  Put your full address, including the zip code.
  Put the e-mail address in which you can be contacted for questions
  regarding your mileage worksheet.

 You must use one of the three Web sites listed (Yahoo Maps, MapQuest,
  Google Maps) to check your mileage and the one you used must be
  indicated on your worksheet. If one is not selected, your worksheet will be
  put on hold while we contact you to find out which one you used.

 The “Origin & First Destination” field should always have TWO locations
  listed in it: your starting point and first destination. You will only list one
  location in the subsequent “Destination” fields. The mileage for each trip
  should be indicated in the “Miles” field that immediately follows the
  destination.

   Example: On September 4th, this person started at UT and traveled to
   Pillow for his first school visit. The mileage from UT to Pillow is 9.0 miles.
   From Pillow, he drove to Ortega for the next visit. The mileage for Pillow
   to Ortega is 9.7 miles. After that visit, he returned to UT. The mileage for
   Ortega to UT is 3.8 miles.

 Please be aware that the mileage from Point A to Point B may differ from
  Point B back to Point A. You will need to look up the mileage for each
  point to point trip.

   Example: The mileage from UT to Crockett is 8.8 miles. However, the
   return trip, Crockett to UT, is 9.0 miles.

 You are only allowed to use your “Home” address instead of the UT
  Campus if the mileage from a school to your home is LESS THAN what it
  is from the school to the UT Campus. (This also applies if you are going
  from “Home” to a school.)

   Example: This person has indicated that he went from Pillow to Home.
   This is allowed since the mileage for Pillow back to his house is 7.5 miles,
   whereas the mileage from Pillow back to UT is 8.8 miles.

 “Daily Mileage” and “Total Mileage” are calculated automatically. Do not
  enter any numbers into these fields.
              How to Use Yahoo Maps to Find Mileage
                     (http://maps.yahoo.com)
* For these instructions, please also refer to the “How to Use Yahoo Maps to Find Mileage
Example Worksheet” located at the end of the instructions for steps 6, 9, and 10.



1. Click on “Sign In” to sign in to your Yahoo account.
2. Click on “Dial-Up Map (Original)” to use the simple directions finder. (We
   recommend using the simple one because it’s faster.)
3. Enter your starting address into box A and your destination into box B.
4. If you have addresses saved (see “How to Add an Address in Yahoo Maps”
   instructions) in your account, you may click the down arrow buttons to select
   the address you want.
5. Click the “Get Directions” button once you’ve entered/selected the addresses.

   Example: 1950 Speedway is the address for UT Campus
            3025 Crosscreek Dr. is the address for Pillow
6. Use the number listed after “Distance:” on your mileage worksheet.
7. Do not add another location in box C to calculate the next distance. Doing so
   will add all of the mileage together and the distance will be inaccurate for use
   on your mileage worksheet.
8. Instead, click on “Maps and Driving Directions” to go back to the main
   directions page and enter new addresses in box A and B.
9. Continue finding the directions for each point to point trip.

   Example: 3025 Crosscreek Dr. is the address for Pillow
            1135 Garland Ave. is the address for Ortega
10. Once you’ve calculated the return mileage back to UT, you are finished.

   Example: 1135 Garland Ave. is the address for Ortega
            1950 Speedway is the address for UT Campus
            How to Add an Address in Yahoo Maps
                   (http://maps.yahoo.com)

1. Click on “Sign In” to sign in to your Yahoo account.
2. Enter the address you want to save in the “Get a Map” section.
3. Then click on the “Get Map” button.
4. Once the map comes up, click on “Save” to save the address.
5. Enter a name for the address. (In this example, we will use “Add Sample”.)
6. Then click the “Add Location” button.
7. The address will now appear in the “Favorite Location” list.
8. Click the “Finished” button to go back to the map.
9. Click on “Maps Home” to go back to the directions main page.

				
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