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 firstname.lastname@example.org. * 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 email@example.com 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.