To be eligible for semester mileage reimbursement, a faculty or adjunct faculty member must be assigned to teach at more than one (1) worksite during any given day during the semester/session. For purposes of adjunct mileage, the Main Campus, Tassell MTEC, and DeVos Campus will be treated as one (1) worksite. Only mileage beyond the normal commute is compensable.
Semester mileage must be submitted within 30 days of the end of the semester (Fall, Spring, Summer).
- Navigate to MyGRCC and select Online Center.
- Log in using campus login credentials.
- Navigate to Employee Self Service
- Select “Employee Forms”
- Once in “Employee Forms” select the drop-down arrow next to “Reimbursements”
- Select “Mileage Reimbursement” from the drop-down menu.
Mileage Reimbursement: Employee Information
Read introduction and confirm that employee information is correct.
- Semester Mileage? Select Yes from the drop-down menu.
- Select the appropriate term from the drop-down menu “Which Term?”
- Select the Dean/Associate Provost for your respective school from the drop-down menu, “Select your Dean.”
- Select “Next.”
Request Mileage Reimbursement
The semester 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 (i.e. Sparta, Kenowa, Rockford, etc.)
- 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 Additional Miles, 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.
- To open this section, click the box next to “Other Miles”
Travel Routes
When recording a travel route, the faculty/adjunct member can only record one route pattern per form. I.e., if an instructor teaches at two or more locations on Mondays and Wednesdays and also on Tuesdays and Thursday, the instructor will need to submit two forms.
To record travel route, record your commute utilizing the following pattern:
- Home to first location
- First location to second location
- Second location to Home
- Example Given: Preset Mileage
- From: Home - To: Lake
- From: Lake - To: Main
- From: Main - To: Home
- Example Given: Additional Miles
- From: Home - To: 475 West Spartan Drive, Sparta, MI, 49345
- From: 475 West Spartan Drive, Sparta, MI, 49345 - To: Main
- From: Main - To: Home
Location Fields
- From/To:
- Known Locations: Select from a list of known locations by selecting the magnifying glass symbol (ex. Lake for Lakeshore).
- Additional Miles:
- When entering an address for a non-preset location, 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)
- Example: Address, City, State, Zip
- Please note: If the address format is not correct, the route cannot be determined
- When entering an address for a non-preset location, put a comma between each element of the address:
- 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 current address and the address of the preset location 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.
- After all mileage is recorded for the route, select “Next.”
Home to Main – Look Up Mileage
Only mileage beyond the faculty/adjunct member’s normal commute is compensable. This section determines the normal, round-trip commute from the faculty/adjunct member’s home to the GRCC Main Campus.
- Click “Lookup Mileage Home to Main.”
- A pop up will generate indicating that you will be directed to Map Quest.
- Click “OK”
- Map Quest will generate the mileage from your home address to the main campus in a separate browser tab.
- The miles that are calculated in the MapQuest page must be manually entered into the “Miles: Home to Main” text box.
- The daily reimbursable miles for the route minus the faculty/adjunct member’s normal commute will calculate.
- Click “Next.”
Meeting Pattern
When recording a meeting pattern, the faculty/adjunct member can only record one pattern per form. I.e., if an instructor teaches at two or more locations on Mondays and Wednesdays and also on Tuesdays and Thursday, the instructor will need to submit two forms.
To record a meeting pattern, select the days of the week that you traveled the route determined on the previous pages of the form (i.e., Monday and Wednesday, or another combination of days).
Select the date range that this pattern occurred:
- Start Date: Enter the start date for the meeting pattern in the text box or select the date by clicking on the calendar icon.
- End Date: Enter the end date for the meeting pattern in the text box or select the date by clicking on the calendar icon.
Once the start and end dates entered click the button “Generate Dates.”
Travel Dates
All dates that meet the pattern specification within the time ranges selected will generate. For example, if you selected Mondays and Wednesdays, then all Mondays and Wednesdays within the date range specified will generate.
- Duplicate Dates: the “Duplicate” indicator will be highlighted if one of the travel dates is on a previously started or submitted mileage reimbursement request. Verify mileage was not previously requested. Once verified, either delete the row in question by clicking the minus (-) sign at the end of the row or click on the highlighted indicator to remove the indicator.
Non-Teaching Days
- Generating travel dates does not consider personal absences, holidays, campus shutdowns, or other nonteaching days. The faculty/adjunct member is responsible for deleting any days they did not complete travel.
- The “View Absences” button allows faculty/adjunct members to review reported absences. Please review and update the travel dates to reflect personal absences, holidays, campus shutdowns or other nonteaching days.
- After completing this review, select the indicator directly underneath the statement, “Check box to confirm you deleted holidays, spring break or other days you didn't teach.”
- Click “Next.”
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. For faculty/adjunct mileage, this is the Dean/Associate Provost of your School.
- Account Number: Please enter the account number to charge for your reimbursement. If you do not know your account number, please reach out the Dean/Associate Provost’s APSS or Administrative Assistant.
- Click “Next.”
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.
- Click “Submit”