Mileage Reimbursement for BOCES Callback Meeting

IF:

your regular work site is OUTSIDE of the Ogdensburg City School District,
AND you drove your personal vehicle to the callback meeting at OFA,
AND had to report back to your work site after the meeting,

you can submit a mileage reimbursement form to your program supervisor!

The IRS mileage reimbursement rate as of July 1 is 65½¢ per mile so this could potentially give you a new tank of gas sometime in the next month or so. You can open the form in Microsoft Excel, complete it electronically, and then print it out & sign it to submit to your supervisor. If you don't have Excel on your personal computer, the good news is that BOCES' license with Microsoft allows you to install Office on up to 5 personal devices using your email address. To do this, go to https://portal.office.com, log in using your BOCES email address & password, then click "Install Office." It should work on Mac, PC, iPhone, and Android. You won't be able to install Excel on a BOCES chromebook unless it comes pre-loaded.

The form can be a bit is infuriatingly confusing, so I have included an example that shows how to fill it out correctly.

Mileage Reimbursement Form

(Programmed Excel File)

Jan2023mileage.xlsx

Mileage Chart (PDF)

Mileage-Chart.pdf

Color-Coded Example

A few things to note:

-Do not attempt to open the mileage form in Google Sheets unless you really need another excuse to hate technology.

-I shaded some of the cells with matching colors in my example image as a visual aide. The actual form is black & white.

-Your "starting point" is your home. Make sure to put your home town in parentheses.

-Your "base site location" is your primary work site. You cannot claim mileage if you work in any building in the Ogdensburg City School District (Kennedy, Madill, OFA, Northwest Tech).

-Home to Base Round Trip: the distance between your driveway and your worksite, times 2. This member's house is half a mile from their worksite, so their round trip was 1 mile. Your mileage will likely vary greatly.

-Your first destination is your regular worksite. Why? That's just how BOCES wants it.

-Your next destination is Ogdensburg. Make sure to put an X in the box ("check if returned"). Regardless of the *actual* distance you drove between your worksite and OFA (for example, if you came from Potsdam and took a bunch of back roads to avoid the nightmare that is Canton morning traffic), as far as BOCES is concerned, the reimbursable distance is as listed on the mileage chart.

-Total Daily Mileage is the distance between your worksite and OFA times 2, PLUS your home to base round trip. In this member's case, it was a 1-mile round trip between their house and Potsdam High School; Potsdam is 30 miles from Ogdensburg; and the member had to drive another 30 miles back to Potsdam after the meeting; so their Total Daily Mileage was 61.

-Next cell is your Home to Base Round Trip.

-Excel will automatically calculate Total Mileage Claimed and Amount of Claim based on the numbers you plug into the sheet.

-Put 9/30/2023 as the date, and the last 4 digits of your social security number. You can leave the Code box blank.

-Sign the sheet and turn it into your supervisor.

If this seems unnecessarily complicated, that's because it is unnecessarily complicated. It's almost like BOCES doesn't want us claiming the mileage we negotiated for in our contract 🤔