District Monthly Travel Reimbursement Tracking

This is for any employed staff.

https://scasdonline.scasd.org/SCASDMonthlyTravel.php 

Rules for mileage reimbursement:

  1. Mileage reimbursement is only for services that were actually incurred, rendered, or purchased in the fulfillment of my duties to the State College Area School District and that they do not include personal expenses.

  2. Mileage must be true and accurate and includes only trips made in the performance of assigned duties.

  3. At least the minimum automobile liability insurance as required by the Commonwealth of Pennsylvania.

  4. A valid Pennsylvania Driver's License.

Current Mileage:

  • The default tab that will open is your mileage that has not yet been reimbursed.

  • There is an icon next to each record that will allow you to edit it if a change needs to be made. 

  • At the top of the page, you will see generate report.

    • When you are on the "Current Mileage" tab it will create a pdf that will open in a new tab. It will contain all your records that have not yet been reimbursed.

    • You will then be asked to verify that these records have been processed correctly. 

      • You will answer "Would you like to process your current mileage?"  on the original tab where you entered your mileage. This will mark records on the printout as completed.

    •  See Generate Report for PDF Info

New Entry:

  • This tab is where you will add any new mileage.

  • A date, from and to location, and whether or not it is a round trip will need to be provided. The system will update the miles, trip mileage, and amount based on your inputs and current mileage rates.

  • Once submit is clicked this entry will be added to your "Current Mileage" tab.

Prior Mileage:

  • This tab is where all of your processed mileage will live.

  • This is for your records and provides you with the ability to print reports of this mileage.

  • You have the ability to search through your prior mileage by inputting a range of dates. It needs to be from most recent to oldest in mm/dd/yyyy format.

  • At the top of the page, you will see generate report.

    • When you are on the "Prior Mileage" tab it will create a pdf that contains only processed mileage. You have the ability to select which records you would like to print.

    • Next to each record, there is a checkbox. If any of these are checked, it will generate a pdf with only the records that are checked. Otherwise, it will generate a pdf will all the prior mileage records.

    • In the header of the table, there is also a checkbox that will either check all or uncheck all the checkboxes for the records on that page.

    • See Generate Report for PDF Info

Edit Entry:

  • This tab will pop up if an edit icon has been clicked.

  • A date, from and to location, and whether or not it is a round trip will need to be provided. The system will update the miles, trip mileage, and amount based on your inputs and current mileage rates.

  • Once the update is clicked this entry will be updated in your "Current Mileage" tab.

Generate Report:

  • This pdf needs to open in a separate tab. If it is not opening, you will need to turn off your popup blockers.

  • This report includes all the aspects of the one previously created in Filemaker.

  • To get the pdf ready for print.

    • Either use your top menu bar and file save it to your desktop.

    • Or hover your mouse on the bottom of the pdf and click the rightmost icon (a computer with an arrow overtop it) which will download the pdf.

Sign Out:

  • If you do not click sign out, you will be automatically signed out after 15 minutes of inactivity.

If you used a public computer or computer that is not yours, make sure to clear cache and quit the browser.

Any site that you authenticate to Google will log you into your Google account.

The best practice is to make sure you are not logged into google on any computer that is not yours.

Mobile Site:

  • The mobile version is more simplified.

  • At the top of the screen, you will see your three most recent trips with the date and locations only.

  • Below that is where you will submit a new entry.

    • You will select a date using the calendar.

    • Select a from and to location using the dropdown menus.

    • Choose whether or not it was a round trip.

    • Once you click submit, your trip is added.

    • You will not be able to generate a report on your mobile device.

You will not see the calculated mileage or trip amount. However, the system did calculate it and it will be present on the desktop site.

 

 

If there are any questions or issues please contact IT Services