Mileage
Adding Mileage
One of the main transportation methods outside of airfare that will likely be used is driving a personal vehicle. Please remember that for personal vehicle use, the University CANNOT reimburse gas receipts directly. Instead, the University reimburses gas costs through a flat rate based on the mileage of the trip. This rate takes into consideration not only gas costs but additional expenses such as wear and tear.
Personal vehicles will also likely be used in conjunction with airfare as individuals of course need to get to the airport. Keep in mind that it is University policy to use the most economical method of transportation so a mileage reimbursement from Campus to California for example may be denied as in almost all cases a plane ticket from the airport near Champaign to California would cost significantly less as the mileage reimbursement can add up over long trips.
After clicking Create New to add an expense to your reimbursement request, select the Ground Transportation expense tile and then select the Mileage sub-tile. Then follow the instructions shown below.
Step 1: Adding Mileage Details
Date: Date of the Return Trip.
Spent: This will automatically populate based on the Calculate Mileage function (see Step 2 below).
Business Purpose: This will automatically populate what you entered at the header level.
Description: This will automatically populate based on the Calculate Mileage function (see Step 2 below).
Rate: Select the rate type used from the drop-down menu. This will almost always be Standard Mileage.
Miles: This will automatically populate based on the Calculate Mileage function. (see Step 2 below).
Deduction: Used to add on any deductions necessary.
Click Calculate Mileage.
Enter your starting address and destination address in the empty fields at the top and Chrome River will automatically calculate the quickest/shortest route using Google Maps. Once you have put in both addresses, clicking the ‘Return to Start’ button will automatically add a third destination and fill in the starting address so that the journey is the full two-way trip, there and back. You can adjust the route taken by dragging on the route in the interactive map.
Once you've completed adding your route, click Save Trip to return to the Mileage details screen with all of the information calculated and filled in.
Search for and enter your CFOP(s). If you do not have a CFOP to use, you will need to request one from your supervisor or departmental head.
Please note that the Allocation field will automatically fill in with the CFOP provided in the first expense completed. It will do this for all following expenses entered but can be changed manually.
If you have additional expenses to add to this travel reimbursement report, return to Step 3: Add a New Expense.
If you have entered all of your expenses related to this travel reimbursement report, go to Step 4: Submitting the Report.