Staff may be reimbursed -- according to Capital Region BOCES regulations -- for allowable mileage  expenses. The BOCES Business Office mails home a detailed Travel Expense Reimbursement Reminder (pages 8-10 of the Potpourri Memo) at the start of each fiscal year that specifies BOCES regulations related to mileage and other travel expenses.

Start with the right online form!

Effective with the 2007-08 school year, handwritten mileage forms will no longer be accepted.

All staff should submit their mileage reimbursement forms using the electronic TRAVEL EXPENSE VOUCHER available on the Human Resources Web site. This is an EXCEL spreadsheet which automatically computes and totals the allowable reimbursement rate. Using the EXCEL form increases the accuracy of the claims submission process.

Be sure you select the voucher that matches the time period of your mileage claims. If mileage reimbursement rates change mid-year (i.e., from .505 cents per mile for the first half of the fiscal year to .585 cents per mile to the second half of the fiscal year) you may have to split your mileage claim between the two forms.  Refer to travel memos and forms on the Capital Region BOCES website (remember you must login to access the travel forms).

The online form can be saved to your computer so you will have a record of what has been recorded/turned in.

Tips for filling out the form correctly

Be as specific as possible on your mileage sheet. Think of it this way: If an auditor were to review your mileage claims, could s/he "MapQuest" the travel distances between point A and point B -- and would that travel distance reasonably match your mileage claim?

Avoid these common errors and you'll get your mileage processed more smoothly:

• CRYPTIC ENTRIES -- If you record a travel as "DO to BOCES," don't be surprised if your claim form gets kicked back. Why? YOU may think everyone knows that "DO" means District Office, but an auditor would not. Plus, is this the Albany Schools District Office or the Schenectady Schools District Office? Is it the BOCES Administration offices that you drove to? Or was it the BOCES Career and Technical Center? Was it even Capital Region BOCES or was it Hamilton-Fulton-Montgomery BOCES? The point is, be specific. If you spell something out the first time and follow with the abbreviation in parenthesis, you can use the abbreviation in subsequent references on that form.

• INCONSISTENCY WHEN COMPUTING MILEAGE -- The distance from School Support Services to a school office should not be 10.5 miles on one claim form and 12 miles on another. Be accurate and consistent.

• FORGETTING TO NOTE "MILEAGE ADJUSTED"  -- There are a variety of nuances that may allow you to claim mileage beyond your normal commute to your normal work site. These are explained in great detail in the annual business office Travel Expense Reimbursement Reminder (part of the Potpourri Memo). A common mistake is to forget to note "mileage adjusted" on your claim form when traveling from home for a night meeting (e.g., to attend a school district's board of education meeting). Simply note you are traveling from "Home" (you address is on the Purchase Order so an auditor knows the address) to the location of the evening meeting AND type "Mileage Adjusted" under the "Description" heading on your expense voucher.

• FORGETTING TO SIGN EACH PAGE -- When you're ready to submit your mileage, print it out and sign the form at the bottom of the page where it says "signature of claimant." If the claim spans multiple pages, you need to sign EACH page.

• FORGETTING TO TYPE YOUR NAME IN AT THE TOP OF THE FORM -- It happens. Enough said.

• TYPING ERRORS ON TRAVEL EXPENSE FORMS -- When typing in your mileage in the "# of miles" column, be sure NOT to add any words or other characters.  The spreadsheet is set up to calculate automatically and this will interfere with the formula.

• FAXING OR E-MAILING YOUR MILEAGE CLAIMS -- Sorry. You need to either "snail mail" or hand-deliver your mileage claim because BOCES requires an original signature to process travel vouchers. Faxes or e-mailed vouchers are not allowed. Plan ahead to drop off your travel when you are coming into the main office for business; DO NOT INCUR MILEAGE SIMPLY TO DROP OFF YOUR TRAVEL EXPENSE VOUCHER! The alternative is to mail your mileage to the office -- but keep a copy as a backup!