Vehicle Mileage Policy & Form
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Travel Reimbursement Guidelines
Travel Authorization for Intern and Practicum Student Supervision; EPI/TIP, SERVS
Once intern placements have been completed, the Supervisor's Travel Authorization Request must be submitted, in order to receive authorization for submittal of mileage reimbursements.
The College will reimburse travel to supervise final interns and practicum students only for the required number of visits. (5 observations + 3 seminars for final internship; 5 observations + 3 seminars for Block 4; 3 observations & 3 seminars for EPI/TIP.)
SERVS visits are determined by the SERVS Educator in collaboration with the assigned teacher. SERVS Educators will be reimbursed for the number of miles from their home to the school of the participating teacher and return (clocked odometer miles logged on travel mileage sheet) or the number of miles from FGCU to the school and return. Reimbursement will be for the shorter of the 2 distances. If using the distance from FGCU to the school the traveler mileage form should have map quest mileage attached in lieu of odometer entries.
Mandatory meetings to Florida Gulf Coast University are covered.
Requests for reimbursement of mileage for additional supervision visits will be considered on a case by case basis and will need to be approved in writing via email by the program Coordinator.
Daily Travel Reports (Use Daily Travel Report during the semester. Attach MapQuest.)
All required information must be completed by traveler, in order for the request to be forwarded for processing:
1. Header information completed (Name, address, University ID Number, etc.)
2. Travel must be itemized by date, from and to destinations and showing auto miles claim per trip. *The record of miles must be accurately maintained and type-written on the Daily Travel Report, please no handwriting. Dates and times of departure and return need to be reflected. For travel to supervise interns, the number of the actual visit for a particular intern or practicum student (such as visit #1), needs to be included on the form.
3. The traveler should subtotal each Daily Travel Report form when it is necessary to use multiple sheets.
4. One Daily Travel Report form should reflect the grand total that is being requested for reimbursement. The traveler's signature must be on the form showing the grand total of mileage.
5. The traveler must attach a copy of MapQuest mileage reflecting the beginning point and ending point. Mileage reimbursement will be based upon MapQuest. If a person travels by an indirect route for his convenience, any extra cost will be borne by the traveler.
6. If toll expenses are incurred, attach all receipts to the Daily Travel Report.
Daily Travel Reports are submitted to the Program Coordinator for approval, and then the Daily Travel Reports are forwarded to Accounts Payable Travel Department. The turnaround time for processing travel reimbursement takes a minimum of two weeks. Reimbursement of less than $25.00 will not be processed until the end of the semester.