Microsoft Word - mileage_reimb_instructions022415.docx

MileageReimbursementLog‐GeneralInstructions LastUpdated:02/24/15

GeneralInstructionsforCompletingthe

MileageReimbursementLog

GeneralInformation

1. TheMileageLogistobeusedforprivatelyownedvehicleswhentheemployeeisinNon‐Travel

status.

2. TheMileagelogmustbeattachedtotheReimbursementRequest.

3. Reimbursementsformileagemustbesubmittedonamonthlybasis.

4. Mileageforthemostdirect,usuallytraveledroute

maybereimbursedatthecurrentpublished

OSUrate.

5. Mileagemustbefromofficialworkstationoryourhome,whicheverisless.

6. FormoreinformationregardingOSU’sgroundtransportationpolicypleasevisittheFISwebsite.

CompletingtheForm

1. IndicateyourName,OSUIDnumber,Department,andContactPhoneNumberintheapplicable 

boxes.

2. ItisimportanttonotethatifyouarenotusingOdometerReadingsoraStandardRoute

submittedtoUABCthenattachaGoogleMaporMapquestshowingthedistancetraveledto

eachtrip.



3. TheAdditionalDetailsboxisoptionalbutcanbeusedfor:

a. Indicatingindexsplitsforonetravel.Pleaseindicatetherownumberofthetravelthat

istobesplit.

b. Includingadditionalinformationregardingthebusinesspurposeofthetravel.

4. Indicatethedate,location,andtime

left.

a. ForLocation:

i. Indicatemajorpointsoforiginand/ordestinationbyname.Forexample,if you

leftOSUtogotoPortlandStateUniversity,yourentryintheLEAVElocation

columnshouldbeCorvallis,OR(orOSU)andyourentryintheARRIVElocation

columnshouldreadPortland,OR

(orPSU).Aslongasyouaccuratelyenterplace

names,itisnotnecessarytorecordtheaddress(althoughyoumaydosoifyou

wouldlikeintheadditionaldetailsbox).

5. Indicatethelocationandtimearrived.

6. EnteringMiles:

a. IfusingOdometerReading:

i. Enterthe

OdometerReadinginyourvehiclepriortoleavingforyourdestination

inthefirstOdometerReadingcolumn.

ii. Afteryouarrivedtoyourdestination,entertheOdometerReadinginyour

VehicleinthesecondOdometerReadingcolumn.

MileageReimbursementLog‐GeneralInstructions LastUpdated:02/24/15

iii. Ifthetravelisroundtrip, selectroundtripandthemileswillautoma tically

double.

b. IfusingGoogle,Mapquest,orStandardRoute:

i. LeavethefirstOdometerReadingcolumnblank.

ii. Enterthetotalmilesofone‐waytravelinthesecond

OdometerReading

column.

iii. Ifthetravelisroundtrip, selectroundtripandthemileswillautoma tically

double.

7. ForroundtriptravelchangetheARRIVETimetothetimethatyoucompletedyourentiretrip.

8. Indicatethebusinesspurposeofeachtravel.

9. IndicatetheIndexandActivitycode

thatshouldbechargedforeachtravel.

10. Makeanewrowforeachtraveldestination.

EnablingAuto‐CompleteFeatureinAdobe

General

TheAuto‐Completefeaturestoresanyentriesthatyoutypeinaninteractiveformfield.Auto‐Complete

thensuggestorevenautomaticallyentersresponsesthatmatchyourtypinginotherformfields.The

Auto‐Completefeatureisoffbydefault.Byturningonthisfeature,itwillbeonforall

PDFfillableforms.

Instructions

1. OpenanAdobeForm



2. GotoEditanselectPreferences

MileageReimbursementLog‐GeneralInstructions LastUpdated:02/24/15



3. SelectFormsundertheCategoriesMenuonthelefthandside.



4. SwitchtheAuto‐CompletedropdownfromOfftoeitherBasicorAdvanced.

a. Thebasicauto‐completefeaturestorestheinformationyouenterintoformfieldsand

uses

theseentriestosuggestrelevantchoicesasyoutypeintoafield.Onceyouentera

characterintoafield,adrop‐downboxdisplaysalistofonlythemostprobable

matches.Double‐clickorpressDownArrowinanemptyfieldtodisplayanevenlarger

listof

possiblematches.

MileageReimbursementLog‐GeneralInstructions LastUpdated:02/24/15

b. Theadvancedauto‐completefeaturestorestheinformationyouenterintoformfields

andusestheseentriestosuggestrelevantchoicesasyoutypeintoafield.Ifthereare

probablematchesforafield,tabbingintothatfieldwill automaticallydisplay

alistof

them.Ifthereisaveryprobablematch,itwillbeenteredinthefieldautomatically.

PressingTabwhilethepointerisoveranentryinthelistchoosestheentryandmoves

tothenextfield. 



MileageReimbursementLog‐GeneralInstructions LastUpdated:02/24/15

DifficultyLoadingMileageReimbursementForm‐MultipleIndices

General

DependingonyourinternetbrowseryoumayhavedifficultypreviewingtheMileageReimbursement

Form‐MultipleIndicesinyourwebbrowser.ForexampleinChromeorFirefoxthefollowingwilldisplay:



Donotbealarmed.Youcanstill downloadtheform.ThisshowsbecauseChromeandFirefox’sreaders

havedifficultyreading

theAdobeprogramduetoitssize.

IfyouareinChromeyoucanstillsavethedocumentbyselectingthesaveicon.AfterSelectingthesave

buttonitwillprompttheSaveAsdialogboxwhereyoucansavetheformdirectlytoyourdesktop.



MileageReimbursementLog‐GeneralInstructions LastUpdated:02/24/15



IfyouareinFirefoxyoucandownloadtheformdirectlytoyourcomputerisselectingthedownload

button.





MileageReimbursementLog‐GeneralInstructions LastUpdated:02/24/15

Ifyoudonotneedtopreviewtheformandwouldliketojustdownloaditdirectlytoyourcomputer

followthestepsbelow:

1. GototheformlinkontheUABCwebsite



2. RightClickontheMileageReimbursementForm‐

MultipleIndiceslinkandselect“SaveLinkas.”



3. ThiswillbringuptheSaveAsdialogueboxtosavethedocumenttoyourcomputer.