Mileage Reimbursements

As a part of statewide legislation concerning the use of personal resources for state business, UT employees and independent contractors are permitted to make claims for mileage reimbursement relative to using their personal vehicles for official university business. This reimbursement is funded and audited by the state, and is paid at the prevailing state mileage rate of $0.555 per mile beginning July 1, 2011.

Education Services reimburses mileage for coordinators and facilitators who supervise PDS students in the field. A complete Mileage Reimbursement Worksheet and screenshots of the Web site calculated distances must be submitted by the appropriate deadline in order to receive payment. Once these materials are received, the mileage will be verified and the individual notified of any corrections.  

MILEAGE REIMBURSEMENT WORKSHEET DUE DATES (FALL 2011 - SPRING 2012)

August 2011 Mileage - September 30, 2011

September - December 2011 Mileage -  November 30, 2011*

January 2012 - May 2012 Mileage -  May 2, 2012*

*If you have school visits beyond the due date, you must contact the Education Services office to receive an extension for submitting your mileage for reimbursement.

END-OF-SEMESTER DOCUMENTS

Mileage reimbursements will not be processed until all of these documents have been received.

CT Evaluations – CT evaluations are now an online questionnaire.  Click on the link below to submit your reviews.  All coordinators and facilitators must evaluate the cooperating teachers with whom they worked this semester.

http://www.surveymonkey.com/s/Sp12_CT_Evaluations

Coordinators and Facilitators of Student Teachers - Summative Assessment (Word Doc)

     *Complete originals with all required signatures must be turned in to SZB 294

Summative Assessment Instructions

Summative Assessment Check List (Word Doc)

Summative Assessment Check List (PDF)

MILEAGE REIMBURSEMENT WORKSHEET

  • Please be sure to complete your contact information at the top of the worksheet highlighted in yellow.
  • Inter- and intra-city claims must be clearly listed as daily point-to-point trip segments with mileage noted for each individual segment. To calculate these distances, please use Yahoo! Maps, MapQuest, or Google Maps with the provided list of school addresses. Education Services suggests using Yahoo! Maps to calculate the distances in order to take advantage of their address book feature.
  • The following address should be used for the UT campus:  1950 Speedway, Austin, TX 78712
  • Trip segments should be reported in chronological order. It is acceptable to use multiple lines for a single day, should a large number of trip segments make it necessary. However, multiple days should not be combined on a single line.
  • The daily and total mileage cells in the preformatted spreadsheet are self-calculating and should not be modified.
  • The complete Mileage Reimbursement Worksheet and Word document with screenshots of the calculated distances should be e-mailed to Misty Molina at field.mileage@austin.utexas.edu. Accurate completion of these documents will ensure a speedy reimbursement.
  • Mileage reimbursement materials for each claimant (including all contact information) are due in the Education Services Office no later than 5 p.m. on the Wednesday during the last week of classes.
  • Any travel taken between August 1 and August 31 must be submitted on a separate mileage worksheet by 5 p.m. the first working day in October.  (Travel taken September 1 through December must be submitted by the December due date.)
  • Mileage worksheets that do not include daily reports of segmented travel detail or are submitted with any daily mileage segments left uncalculated will be returned to the claimant for completion, which may delay processing.
  • It is strongly suggested that all mileage claimants retain some form of travel record at least up to the point that payment is received in the event that a claim should require resubmission or verification.

If you have any questions about downloading or using the Mileage Reimbursement Worksheet or concerning the mileage policy in general, please call or e-mail Misty Molina (471-1511 or misty.molina@austin.utexas.edu).

 

Additional Policies and Provisions

  • Reimbursement is applied to trips taken for:
    • Supervisory and conferential visits to schools with PDS students and cooperating teachers during regular instruction days, and
    • Established or confirmation of new field placements by coordinators
  • Daily mileage involving trips taken solely for the purpose of teaching courses in the field will not be reimbursed.
  • The number of visits to be reimbursed should be commensurate with a facilitator's field supervision load for that semester. For the first and second semesters when students are in the field for 1.5 - 2 days, the 20 hour-per-week facilitator (appointed to a cohort to facilitate 22-25 students) typically visits one-third to one-half of the students each week; the number of trips claimed for reimbursement should reflect this, and each cohort should claim a total number of trips based on a 20-hour course load for one facilitator or 10 hours for each of two facilitators.
  • Segment mileage should be calculated for the shortest direct route between any two points in a day's travel (except in cases where the shortest route requires the use of a toll road).
  • Toll road fees are a consideration in the state's determination of the per mileage rate; therefore, we will not reimburse them separately.
  • The state expects regularly “clustering" visits, avoiding daily visits to the same campus as well as repeated visits to a campus in the same day, in order to minimize travel.  Schedule visits to a particular school(s) on a specific day(s); knowing that there will be flexibility for exceptions.
  • Important Policy Change (effective starting August 2009): Facilitators may only claim mileage from home if that distance is shorter than if they had traveled from the UT campus.

    Example:  Franklin HS is 8.2 miles away from the UT campus. If a facilitator lives 10 miles away from Franklin HS, he/she can only claim 8.2 miles (UT to Franklin HS). If the facilitator lives 5 miles away from Austin High School he/she may claim 5 miles (Home to Franklin HS).  (Section 4.06(B) of the Texas Travel Allowance Guide - see below)

  • Facilitators may not claim mileage from home to the UT campus (or UT campus to home) at any time. (Section 4.06(C) of the Texas Travel Allowance Guide - see below)

 

Texas Travel Allowance Guide

Section 4.06(B):  "...a state agency shall reimburse a state employee who travels between the employee's residence and the employee's duty point for mileage. If the travel occurs during working hours, the amount of the reimbursement may not exceed the amount that would have been reimbursed had the employee traveled between the employee's place of business* and the duty point.**" 

Section 4.06(C):  "A state agency may not reimburse a state employee for mileage when the employee travels between the employee's residence and the employee's place of employment except as discussed above (extraordinary circumstance: threats to public health or safety, causes or threatens to cause damage to public property, or when travel occurs during non-working hours*).

* Working hours for supervisors (facilitators and coordinators include all hours that public schools are in session, and M-F 8 a.m. - 5 p.m.) 

** For our purposes, the "duty point" is the school where supervision is taking place or any location other than the UT campus where a seminar is held; and the "place of employment" is the UT campus.

Last updated on April 27, 2012


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