Per audit compliance, all miles traveled must be based on actual miles between departure and destination and documentation must be attached to verify these miles. We have updated our Travel Procedure to clarify when attached documentation is necessary. Charts are provided on the Forms webpage, located on the staff intranet, under the Travel Procedures & Documents section. Any mileage provided in these charts has already been documented for audit purposes, so no attached map is necessary; however, if mileage is not listed on the chart, a map must be attached. This is true for both local and distance travel. Below is the Required Documentation of Mileage, Parking and Toll Expense section of the Travel Procedure with the update highlighted (the last sentence of this article).
Required Documentation of Mileage, Parking and Toll Expense
All requests for reimbursement of mileage, parking and toll charges must be documented on the Travel Expense Reimbursement in Skyward. Employees should obtain itemized receipts for these expenses and submit the receipts with the Travel Expense Reimbursement. If it is not possible to obtain a receipt, then a written explanation should be included on the expense statement.
Reimbursement for mileage will be based on most direct route using actual miles between departure and destination. Miles traveled must be detailed either by utilizing mileage on the district webpage mileage chart; or in cases when the mileage is not listed on the chart, by attaching a map which includes mileage distance from location to location (Mapquest, Google Map).
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