Vehicle Mileage Log Template In Ms Excel
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travel coverage it is the coverage of the college to reimburse faculty, workforce, students, company and any third-party providers for trip prices incurred throughout accepted university company in the most useful and low-budget method. All college tourists in quest of compensation may still incur the lowest within your means trip cost and should exercise care to avoid impropriety or the appearance of impropriety, together with the general public perception that a business go back and forth has been taken for private reasons. This policy applies to all university shuttle despite the source of funding. The college will prepay most shuttle fees by using the tuition P-Card for travelers attending tuition-permitted business away from home or fundamental work region. The use of private dollars to pay for commute charges is strongly discouraged. The university doesn’t classify the go back and forth between the worker’s domestic and his/her primary work region as reimbursable shuttle. branch heads or those answerable for the debts being charged are anticipated to aid make sure that charges are kept to vital and competitively priced amounts. personnel are answerable for following this policy and, if relevant, the policy of their specific application, faculty, department, center or division. licensed approvers have fundamental accountability for guaranteeing compliance with this coverage. before approving the fee report, the authorized approver ought to assess, to the best of his/her abilities, that charges and expense reviews meet the following criteria: The shuttle rate turned into incurred whereas conducting institution company. The assistance contained on the expense file and in the attached documentation is correct and in compliance with this coverage. The expenditure is charged to the correct account(s). A better half (or equal) can also commute at the school’s expense if the spouse’s presence has a specific college company intention. under IRS laws, the commute expenses of a better half aren’t taxable, supplied it may also be established that his or her presence serves a bona fide business intention. A companion who attends a function is considered to have a enterprise intention if she or he has a big position within the court cases or makes a crucial contribution to the success of an experience. If a spouse has no huge position within the court cases, attendance does not constitute a bona fide enterprise aim. Such expenses are taxable to the employee and hence can also not be reimbursed beneath this policy. The Request for Spousal go back and forth kind must be authorized ahead of incurring any trip fees. go back and forth by using a significant other or equal who accompanies the athletic director (or assistant director or head educate) to wearing hobbies similar to bowl video games and tournaments is presumed to have a bona fide institution enterprise goal (see area 3.00) in instances where the NCAA, MAC or talents donors predict that certain excessive-ranking individuals of the athletic department, and their spouses, will take part in pursuits associated with these athletic actions. The commute charges of a spouse incurred within the pursuit of such actions could be reimbursed provided documentation, such as an NCAA experience agenda, is provided to substantiate the enterprise goal of the shuttle. commute expenses incurred by using different members of the family commonly don’t satisfy the bona fide university business aim test and for this reason aren’t reimbursable. If a spouse has no big role within the lawsuits, attendance does not constitute a bona fide company intention. Such prices are taxable to the worker and therefore may not be reimbursed below this policy. The Request for Spousal travel form need to be accredited just before incurring any commute fees. go back and forth may be licensed and accepted in develop through the acceptable adult in the branch, through a preauthorization request in Chrome River. Such approval suggests that the worker is authorized to travel on professional school enterprise and that related go back and forth costs could be covered per this coverage. The preauthorization request should still encompass the estimated charges, account numbers, and digital signature of the visitor and approver. Preauthorization doesn’t encompass cash advances (see area 9.00). The college or group of workers supervisor is answerable for reviewing the cost file for compliance with coverage and for offering proper price documentation. Supervisors are required to review fees. In situations where there is purpose to agree with the expenses can be inappropriate or extravagant, repayment could be withheld. Deans and central administrative offices also assessment reimbursements and can query bills at any time. each branch is responsible for ensuring that particular person tourists and their supervisors correctly implement and administer this coverage. reimbursement for go back and forth via air, rail, bus or different average provider shall now not exceed the can charge of coach airfare or the financial system fee in the chosen system of shuttle. travelers should e-book airline tickets 14 days or more earlier than the flight whenever possible as a value discount rates to Miami college. A letter of clarification should still be connected if the reservation of the airfare changed into booked less than 14 days in advance of the commute. popular Flyer credit earned with the aid of tuition employees for go back and forth on university enterprise cannot be used for private commute (see Ohio Ethics fee advisory opinion no. 91-010). These credit have to be applied in opposition t future college commute. Dues for memberships in travel-related golf equipment (hotel, air, motor vehicle, and so forth.) don’t seem to be reimbursable. extra coverage (clinical or shuttle) for home travel isn’t reimbursable. If the tickets are paid for in my opinion, compensation might be made after the go back and forth takes location and handiest for the airfare quantity. Finance prices don’t seem to be reimbursable. employees can also trip on chartered or private aircraft with prior approval through the acceptable vice chairman. repayment shall now not exceed the equal of the lowest obtainable typical air provider fee obtainable at the time the trip was authorized plus critical industrial ground transportation to the go back and forth vacation spot. Miami university offers comprehensive legal responsibility assurance from Chartis insurance enterprise overlaying the tuition and its personnel whereas conducting workshops or different institution programs backyard the us. See Finance and business services insurance to acquire the most updated information regarding legal responsibility and scientific coverage questions. The airlines are liable for compensating the homeowners for lost baggage. The school will no longer reimburse tourists for personal objects misplaced whereas traveling on enterprise. Unused airline tickets or flight coupons may also have a cash cost and hence ought to no longer be discarded or destroyed. When a trip is canceled after the ticket has been issued, the vacationer may still ask about the use of the ticket for future trip. For a small alternate price, many tickets will also be used for future go back and forth. Please check with your commute company. Unused tickets may still no longer be blanketed with tuition go back and forth rate stories (see commute and rate). someone who makes use of a privately owned car on school business must meet the State of Ohio’s assurance necessities for the motor motors. A tourist may be reimbursed for using a privately owned automobile on the federal government rate at present in impact. See the IRS common Mileage quotes for current prices. The mileage price will cover all fees incurred while using your privately owned vehicle. You might also opt for either compensation for mileage or gas can charge (now not to exceed the calculated mileage compensation) however no longer both. When the vacationer elects to drive his/her personal car, or hire a car, in lieu of the use of a industrial carrier, compensation will be at the approved allowable mileage rate or the relevant instruct airfare expense, whichever is decrease. seven-hundred miles is the maximum variety of miles that should be reimbursed even if the specific mileage exceeds seven hundred miles. You ought to acquire flight pricing for the bottom fare accessible on the go back and forth dates and attach that information as documentation. Claims for meals or lodging for extra travel time can not be reimbursed. additionally, extra go back and forth time necessitated with the aid of the visitor’s optional use of inner most transportation isn’t considered time worked and ought to be taken as holiday. travelers may well be reimbursed for the use of a limousine/vehicle provider if the fare does not exceed the optimum allowable mileage compensation for two circular trips to the applicable airport/terminal. When traveling between Miami college or home (factor of departure) and another enterprise area (factor of destination), the miles reimbursed are calculated as the genuine miles driven. Intra-school Mileage compensation cannot be made for commuting from domestic, regardless of the day of the week or the number of trips in a day. You cannot be reimbursed for commuting to your average place of work beneath any situations. in case you at all times work at two or greater campuses, you can claim the mileage reimbursement from one campus region to the different. this applies on days in case you shuttle to assorted areas. if you don’t go to your basic campus area and go directly to your secondary campus place as an alternative, you can not declare mileage between your domestic and your secondary campus region. repayment for the following circular travel mileage between campuses will not exceed: Oxford to Hamilton campus: 32 miles Oxford to Middletown campus: 50 miles Hamilton to Middletown campus: 40 miles Oxford to VOA gaining knowledge of middle: 50 miles Hamilton to VOA gaining knowledge of middle: 28 miles Middletown to VOA discovering middle: 30 miles Mileage can be reimbursed throughout the tutorial yr for faculty, unclassified workforce, and graduate college students traveling to train in-load and overload lessons on a campus that isn’t their simple worksite. other local shuttle Mileage personal car go back and forth could be reimbursed between the worker’s average office or home and another company location, below right here guidelines: Mileage from a visitor’s normal office to a different company place and returning to the general place of work is reimbursable for the whole roundtrip (see example 1 under). Mileage to intermediary business areas throughout the tourist’s trip is reimbursable. The reimbursable mileage will no longer encompass the standard trip to and from work (see instance 2 below). Mileage from home to one more enterprise vicinity is reimbursable however cannot exceed the amount reimbursed if the traveller had departed from the workplace (see examples 3 and 4 under). Mileage isn’t reimbursed for part-time faculty, or off-campus (non-college) personnel teaching on enrollment contingent contracts. Mileage isn’t reimbursed for trip among campuses for guide throughout the summer time periods. Mileage repayment for carpooling is barely eligible for the driving force. A listing should be saved of the dates driven to the campus. on the conclusion of each semester, employees ought to file a school commute report with accounts Payable with a purpose to acquire compensation. Mileage Examples An employee whose fundamental worksite is the Oxford campus travels from Oxford campus to a meeting at the Hamilton campus and returns to the Oxford campus. The eligible compensation may be the complete roundtrip to and from the Hamilton campus, 32 miles. An worker travels from their home in Cincinnati to the Oxford campus. alongside the way, the worker stops at a print shop in Hamilton to prefer up a print order for their branch. The compensation can be calculated through taking the overall mileage for this commute and subtracting the worker’s typical day by day commute mileage. 60 miles round trip = total mileage for picking out up printing -forty five miles circular go back and forth = total mileage from Cincinnati (domestic) to Oxford (work) 15 miles will be reimbursed. An employee whose fundamental worksite is the Oxford campus travels 20 miles roundtrip from their home in Cincinnati to a business location in Cincinnati and returns domestic. considering that the mileage is much less from the tourists domestic than the mileage from the Oxford campus the eligible compensation could be the whole roundtrip, 20 miles. An worker whose primary worksite is the Middletown campus travels 98 miles roundtrip from their home in Cincinnati to a business place in Dayton and returns domestic. because the mileage is more desirable from the tourists home than the mileage from the Middletown campus the eligible reimbursement might be the roundtrip from the Middletown campus, fifty two miles. condominium vehicle reservations should be made to an authorized automobile condo company. in case you e-book a condominium automobile through an unapproved agency, you need to show due diligence. Documentation is usually a screengrab from an permitted company that shows no availability at the pickup/drop-off vicinity or identical documentation. resort charges could be paid simplest when the vacation spot is extra than 60 miles from the visitor’s primary university worksite. Allowable charge for the room is the only room rate plus tax except the different birthday celebration is additionally on licensed college travel. If the lodging receipt states multiple occupancy, the tourist need to indicate either the single room rate on the receipt or give the identify(s) of the university visitor(s) sharing the lodging. If all occupants are on authorised school go back and forth and under the same funding supply, just one charge should still be submitted on a shuttle cost file. The visitor’s P-Card is the favorite method of charge for lodge prices. travelers may still gain a present State of Ohio income tax-exempt form for all in-state trip. Miami tuition is also Tax Exempt in Florida, Illinois, Kentucky, Massachusetts, Michigan, Missouri, New Jersey, ny, Tennessee, and Texas. See tax exemption kinds for the popularity for every state. cost of lodging of contributors of the tourist’s family is not reimbursable. Most personal prices incurred while traveling are not reimbursed. These fees must be paid out-of-pocket at checkout and don’t seem to be authorised on a P-Card. hotel-related charges now not reimbursed encompass: In-room videos/video leases Newspapers In-room alcoholic beverages or snack bar objects Babysitting leisure activities other own items (i.e. spa fees, foodstuff at inn) tourists may be reimbursed for business-linked cellphone, fax, copying, computing device connections and different indispensable enterprise expenses. travelers may also be reimbursed for laundry, dry cleaning and pressing if the employee is on continuous travel status in extra of one week without returning domestic. tourists who stay in a non-public residence with relatives or chums whereas on business can be reimbursed $25 per night for cost-effective, precise charges incurred to lengthen appreciation to pals or spouse and children for their hospitality. This private dwelling can’t be owned by means of the visitor, traveller’s significant other or home accomplice. name and addresses of those people featuring hospitality are required on the go back and forth price report for proper compensation to the visitor. before making arrangements for lodgings in your travel, please be sure to overview college coverage for Non-normal Lodging. The school will reimburse foodstuff at the IRS regular per diem fee, which varies through city. in line with the IRS, in case you shuttle to multiple place in a single day, use the expense in impact for the area where you cease for sleep or relaxation. The per diem allowance contains repayment for incidental costs reminiscent of costs and assistance for porters, baggage carriers, condo-cleaning and bellhops. The Continental united states (CONUS) regular per diem price for meal and incidental charges (M and IE) applies to all areas not specially recognized as having an improved per diem price. entry existing federal per diem fees. consistent with IRS regulations, personnel can also not be reimbursed for meal fees unless traveling on in a single day repute. (See interior earnings Code section #274 and Ohio Revised Code area section 126-1-02-7-D.) When the traveller is off-campus on one-day trips, meal costs are the accountability of the visitor, regardless of the variety of hours traveling. Meal allowances and incidental prices can be reimbursed when the traveller is on authorized go back and forth reputation. The vacationer will get hold of seventy five% of meal per diem for first and final day of go back and forth. specific and low cost costs for a qualified company meal could be claimed for the traveller with non-employees of the tuition. acceptable documentation (itemized receipt with enterprise purpose, individuals in attendance, volume, date, and so forth.) is required. See the hosting policy and strategies for compensation prices. When foodstuff are covered in a convention registration or supplied as a part of a hotel dwell, no compensation for these food could be permitted as a part of the per diem price. A traveller may decide on repayment of the specific cost of out-of-pocket personal nutrition versus using the per diem (now not to exceed federal per diem instructions). information are reimbursable up to twenty% of meal charge. Alcohol cannot be reimbursed until the visitor is internet hosting and has each departmental approval and a discretionary account to which the cost may also be billed. long-established, exact receipts are required for appropriate repayment. The maximum per diem fees for travel in international localities, based on the international lodgings-plus equipment, are these centered through the Secretary of State. The school uses the IRS definition of the term "incidental fees", that means costs and information given to porters, baggage carriers, hotel workforce, and personnel on ships. this is applicable to domestic and foreign commute. Reimbursable miscellaneous prices incurred whereas on tuition business include: business office charges (fax, copy features, telegrams, and so forth.) company mobilephone calls (list # and the purpose on the document) conference expenses (encompass fashioned paid receipt) gasoline (if mileage allowance is not claimed) floor transportation (taxi, bus, subway, and so forth.) Parking and tolls in a single day start/postage currency conversions repayment is authorized for within your means miscellaneous living costs, including laundry, dry cleansing, own telephone calls, postage, and other fees if the traveler is in in a single day lodging for a couple of week including a weekend. One very own mobilephone call of brief period should be reimbursed for trips of 1 week or much less. Two personal calls of short duration per week may be reimbursed if travel exceeds one week. it’s the responsibility of the traveler and their department to post, suitable and finished trip fee experiences (for particulars, see go back and forth and rate). commute expenses should be mentioned in Chrome River on a commute expense document. The school requires the vacationer to connect the documentation in Chrome River to substantiate prices if now not prepaid via the university’s credit card for: Air/Rail: Passenger Receipt or e-ticket itinerary, not an e-ticket affirmation. resort: original zero balance itemized resort bill proposing proof of price within the tourist’s name. vehicle condominium: customary car apartment receipt proposing proof of charge. food: Meal receipts whereas in travel repute, if exciting or claiming specific receipts. Registration: usual receipt displaying proof of price. You frequently need to have documentary evidence, such as receipts, canceled assessments, or expenses, to aid your per go back and forth prices over $75. Exception: Documentary proof is not mandatory if any of the following conditions apply. you’ve got nutrition while traveling far from home for which you account to your company below an accountable plan, and also you use a per diem allowance system that contains foodstuff and/or lodging. Your cost for the go back and forth, aside from lodging, is under $75 you have a transportation rate for which a receipt is not comfortably attainable and is less than $seventy five. in view that the IRS has decided that 60 days is an affordable period of Time to doc travel expenses, this time limit will be strictly enforced. Failure to satisfy the necessary closing dates can result within the trip reimbursement fitting taxable earnings to the vacationer. Any commute-linked fees paid for in my view, reimbursement might be made after the trip takes location and best for the price amount. Finance prices don’t seem to be reimbursable. When international go back and forth happens and forex conversions are concerned, usual receipts should be turned in for reimbursement. it is advised that a bank card remark accompany the receipts to display correct charges. If the traveller decides to make their own conversions, the exchange receipts should be grew to become in with the price receipts. bills Payable maintains a link to the trade charges of foreign foreign money. If a global go back and forth is became in with none conversions, the debts Payable workplace will make the conversions. cash advances can be found for scholar container trips, group commute, workshops, and particular circumstances when all other fee strategies are exhausted. An authorization and a request for a money boost will need to be entered by way of the visitor in Chrome River. Upon return, tourists are required to finished an fee report in Chrome River alleviating the cash enhance with the documentation and the aim of the charges. If there are unused money, employees need to supply a private determine payable to Miami university for the difference between the cash develop quantity and the receipts. Any expenses over the cash strengthen can be reimbursed with departmental approval. money Advances ought to be requested as a minimum 7 days in advance of leaving to your trip. You can’t receive the dollars more than 14 days earlier than leaving in your travel. that you can simplest have one money advance at a time. The debts Payable workplace will provide money advances for right here types of situations and the quantities you can get hold of: minimal and optimum money enhance quantities aim minimum optimum Human research subjects $50 $2,000 particular circumstances (with relevant approval) $250 $5,000 student companies $50 $1,000 Athletic team travel $250 $5,000 Workshop international trip $250 $9,999 All money advances are subject to review and approval with the aid of the Controller’s office. The traveler is required to signal a cash advance agreement and fasten the form when coming into their request for cash boost in Chrome River. Documentation of cash strengthen bills of workshop cash is discipline to the same rules and rules as all different tuition trip costs. Workshop money advances are discipline to the provisions of internal profits Code area 62(C). cash advances ought to be documented and pronounced inside thirty (30) days after the charges are incurred (closing day of workshop). customary receipts are required for every dollar spent (excluding per diem). Documentation must be included to examine the foreign money exchange rate for international trip (credit card receipt, financial institution memo, and so forth.). Any improve amounts in extra of substantiated expenses have to be again to the institution within thirty (30) days after the fees are incurred (remaining day of the workshop). in keeping with these IRS laws, failure to comply with the above timetable will result within the money enhance amount being submitted to the school’s Payroll office for inclusion as additional salary on the employee’s wage and tax commentary (W-2 kind). The Workshop Declining stability Card is a Visa credit card that offers access to a credit line install with a certain quantity of cash to fulfill numerous workshop expenses. the card is issued in lieu of cash advances to fulfill buy and trip price wants of workshops carried out overseas or backyard the local area. No tests are truly offered. the cardboard will also be used to pay licensed workshop costs. They can also be used at any Visa service provider. they can even be used to acquire small quantities of cash through automated teller machines (ATMs) for miscellaneous prices (cab fares, and so on.) where the cardboard cannot be used directly. There may be a 2.5% can charge with at least $2.50 money withdrawal charge plus any ATM costs charged on the time of approval. Any bank charges might be charged to your Workshop price range. The maximum cash quantity that can be withdrawn out of your Declining stability card is $2,500 for the lifetime of the Declining stability Card. Workshop Declining steadiness cards are issued through debts Payable (107 Roudebush corridor). Issuance will generally be limited to workshops or other programs the place commute abroad or travel backyard the local enviornment is involved. playing cards will be issued in the identify of the Workshop Director and the school. continually one card is issued per workshop or program. To request a Workshop Declining steadiness Card, please complete here steps: Enter a Buyway non-catalog requisition payable to financial institution of the us for the amount of the workshop debit card. Fill out the utility kind and ensure to encompass the Buyway requisition quantity on the form. e-mail or mail the achieved kind to money owed Payable (107 Roudebush corridor). The cardholder is liable for the security of the assigned card. the card is issued within the Workshop Director’s name, and it will be assumed that any use of the cardboard is relevant and licensed until the card is mentioned misplaced or stolen ahead of use. Issuance of the cardboard will be handled by using the college as a cash develop, area to the provisions of inside salary Code area sixty two(C). the card are usually not issued greater than fourteen (14) days earlier than when charges may be incurred, and all usage of the cardboard must be documented and reported within thirty (30) days after the end of the workshop. fashioned itemized receipts must be obtained and became in for every dollar spent. anyone who uses the cardboard and does not supply documentation of using the dollars (including individual itemized receipts for each and every expenditure) inside thirty (30) days after the conclusion of the workshop may have the non-documented quantity said to the college Payroll workplace for inclusion as additional revenue on the employees wage and tax statement (W-2 kind). moreover, use of the cardboard in a way opposite to tuition policies and procedures or failure of the cardholder or his/her designee to appropriately account for purchases/expenditures in a well timed method at the end of the software may result within the creation of a personal liability to the university and/or discipline the cardholder to disciplinary motion. Purchases made in the State of Ohio are to be tax-exempt and any taxes charged might be the cardholder’s accountability. For any purchases within the u.s., the customer should still try and make the buy tax free and be organized to supply an exemption certificates when requested. Exemption certificates are available (see tax-exempt forms). The company will technique the transaction as they would any buyer credit card buy throughout the Visa network. Visa verifies that dollars can be found for the buy and charges the account for the quantity spent, decreasing the obtainable budget. The charge slip and itemized revenue ticket should be amassed by way of the cardholder for each and every bank card and cash transaction and grew to become in to international Initiatives with the reconciliation spreadsheet after the commute has been achieved. To reap cash, the cardholder may use any ATM on the Visa device. wherever feasible, the card should be used for a direct charge, the use of cash best for incidentals corresponding to cab fare, parking costs, and many others. the place a right away transaction isn’t feasible. The ATM receipt as well as receipts for cab fares, parking charges, and many others. need to be accumulated with the aid of the cardholder and retained for reconciliation to be finished upon return from travel. Purchases made and costs paid in the course of the credit card, and using cash acquired with the bank card, are limited to gadgets and quantities contained within the permitted finances for the workshop or software for which the card become issued. cash bought with the bank card can also now not be used to reimburse individuals for their expenses. The verify card may additionally no longer be used in lieu of a purchase order Order (PO), except as crucial to aid the workshop or application whereas in trip popularity. All purchases of items and functions and payment of authorized costs should conform to institution procurement necessities, the school shuttle policy, and the tuition hosting policy. purchase of personal items, payment of non-public prices in the course of the card or with cash obtained with the cardboard is not authorized. Issuance and use of a credit card requires the cardholder to retain a card purchase log and individual itemized receipts for each transaction. The log is a Microsoft Excel workbook with tabbed spreadsheets containing a abstract suggestions sheet, three separate credit card transaction sheets, and a cash transaction sheet. The Workshop Log is purchasable from the documents and kinds component of the money owed Payable web page. The log is stored in the course of the workshop or application. particular person itemized receipts should be received from the issuer for each purchase and are kept with the log for reconciliation. on the conclusion of the workshop or program, the log and particular person receipts are reconciled with the aid of the cardholder, reviewed and reconciled with the aid of international Initiatives and forwarded to common Accounting for remaining evaluate. If this is now not a workshop, please ahead directly to accepted Accounting. Meal costs ought to list the names and variety of individuals and if cardholder turned into in attendance. If hosting a big community you can also use the group name with the number of americans attending as an alternative of individual names. Alcohol have to be paid for individually or the prices moved to a discretionary account if licensed with the aid of your branch. For cash withdrawals, a single line entry is made within the log denoting the date, place, and volume of the ATM withdraw. 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