Mileage Reimbursement Instructions

The Mileage Reimbursement request form is for submitting reimbursement requests for mileage that is incurred for business related travel by automobile. 

• Mileage will be calculated at the lesser of actual distance between the College and destination or the employee’s home and destination when travel occurs during the normal, contract week of Monday through Friday. 
• Travel that occurs on a contractual, non-work day, will be calculated as the actual distance from the employee’s home to the destination.

How to Find the Form

1. Navigate to MyGRCC and select Online Center. Log in using campus login credentials.
2. Navigate to Employee Self Service.
3. Select Employee Forms.
4. Select the drop-down arrow next to “Reimbursements.”
5. Select “Mileage Reimbursement” from the drop-down menu.

Employee Information Section

Read introduction and confirm that employee information is correct.

Known and Unknown Locations Sections

The Mileage Request form is separated into two sections.

 The first section, located at the upper portion of the page, is for GRCC Known Locations. 

• These locations include GRCC Campus locations (Main Campus, Tassell MTEC, and the Lakeshore Campus), as well as high school partnership locations. 
• Use this section if mileage occurred between two or more GRCC Known Locations.

The second section, located at the bottom portion of the page, titled Other Locations, is for mileage that occurs between locations that are not preset in the system. 

• Use this section is mileage occurred between two or more undefined locations.

Location Fields

• Date: The date traveled. Must be within the last six months. May not be in the future.
• Duplicate: If mileage had already been submitted for that date, it will be flagged as Yes. Either delete the row or switch the flag back to No, indicating it is not a duplicate.
• Round Trip:  Select if this was a round trip. Alternatively, you could insert a second row for the trip back if it occurred on a different date.
• From/To:
  • Known Locations: Select from a list of known locations by selecting the magnifying glass symbol (ex. LAKE for Lakeshore). If mileage is not found in the presets.
  • Other Locations:
    • Enter the addresses of the starting and ending locations into the From and To textboxes:
      • When entering Addresses, put a comma between each element of the address:
        • Example: Address, City, State, Zip
        • Do not include the title of the location (i.e., Sparta High School)
        • Please note: If the address format is not correct, the route cannot be determined.
• Look Up Button: If the “Look Up” button appears - it is because the distance between the two points is not stored in the presets. Pushing the button will open a new page in MapQuest, taking the user's From and To addresses as end-points and calculating the mileage. 
  • The miles that are calculated in the MapQuest page must be manually entered into the Miles field within the form.
• Purpose: A purpose must be entered for each row.
• Insert/Delete: Users can add rows or delete existing ones but selecting the plus symbol (+) or the minus symbol (-).

Totals Section

The final page of the request includes your estimated mileage reimbursement, BCO, and Account Number:

• Select BCO: Please select your Budget Control Officer from the drop-down box provided. This may be your Supervisor or Dean.
• Account Number: Please enter the account number to charge for your reimbursement. If you do not know your account number, please reach out the APSS or Administrative Assistant in your department.

Affirmation Section

This is considered your “electronic signature” and verifies that the information you have provided is correct to the best of your knowledge.

• Search Phrase/Nickname: Creating a unique nickname for your reimbursement request will assist you in reviewing it in the future.