Mileage Reimbursement

New Online Mileage Reimbursement Program! CompanyMileage

  • The Business Office in collaboration with Campus Tech is very pleased to share that we are implementing an online program that may be accessed at one's computer or through an app on their phone, SureMobile.

    We will be “live” with CompanyMileage for all staff as of July 1, 2018 and paper mileage reimbursement requests will no longer be accepted for mileage incurred after July 1, 2018.

    There are three distinct roles in CompanyMileage: Users (Staff), Approvers (Clerical) and Reviewers (Administrators). Every department will have two levels of approval: Clerical and Administrator to verify the submissions before they are sent to the Business Office for final approval and payment.

    The Business Office will continue to follow the same approval date format as we are currently using. An email will be sent to the departments with dates that approvals are due in the business office, for example all approvals will need to be in Business Office by 7/6/2018 for a 7/13/18 payment. 

    Staff should continue to submit their mileage on a monthly basis. For instance, all mileage recorded for September, should be approved by the department, in early October and will be processed by the Business office on the next scheduled payment. 

    Some highlights of the program:

    • Online mileage reimbursement program that utilizes mapquest to calculate mileage, or GOOGLE maps if mapquest is not available.

    • It is our practice that reimbursement is paid based on the shortest route as calculated by mapquest. We will only pay the mileage calculated by mapquest, not what was on the matrix if it is different.

    • This is for mileage only, not conference reimbursement; however staff can enter tolls and parking expenses if needed.

    • Staff may access the system on line or mobile on their phones.

    • All of the mileage and destinations from the original matrixes are already loaded on the system.

    • Staff may create their own address book based on their caseload, if needed.

    • All staff will input their own mileage.

    • Reduce time, paper and energy for the end user. 

    • All payments will be processed through the Automatic Clearing House (ACH) process with staff's bank and paper checks will not be created.  Should staff not have a payroll direct deposit already established, they will need to complete a ACH form in the Business office to receive their reimbursement. Please contact Marianne Waters for the form.

Form & Tips

Clarifications

  • The following information will help clarify the Monroe One BOCES mileage reimbursement policy:

    • Employees may claim mileage for all meetings outside of Monroe County. The mileage may be claimed from your regular worksite to the meeting and back to your regular worksite or from your home to the meeting and back; whatever is less mileage.

    • If you start your day with an off site meeting within Monroe County, you may claim mileage from the meeting back to your regular worksite.

    • If you end your day with an off-site meeting within Monroe County, you may claim mileage from your regular worksite to the meeting.

    • If you attend a mid-day, off-site meeting within Monroe County, you may claim mileage from your regular worksite to the meeting and back to your regular worksite.

    • If you attend a full day meeting within Monroe County, you may not claim mileage unless you also work at your regular worksite that day.

    • If you stop to work at your regular work site prior to the meeting, you may claim mileage from your regular worksite to the meeting.

    • If you stop to work at your regular work site after the meeting, you may claim the mileage from the meeting to your regular worksite.

    • If you stop to work both before and after the meeting, you may claim the mileage from your regular worksite to the meeting and the mileage from the meeting to your regular worksite.

    - March 2016