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Mileage and Reimbursements

  1. Scope
    • This procedure describes how to enter mileage and reimbursement requests through www.certify.com.
  2. Responsibility
    • Employee
  3. Applicability
    • All WESD employees and contracted staff
  4. Approval Authority
    • Administration
  5. Definitions
    • 60 day policy: All expense reports submitted through Certify can only include expenses within 60 prior to the first submission of the report. Any expense further than 60 days will not be approved. The exception is the end of the fiscal year - all prior year reimbursements must be submitted by July 31st. Refer to Business Services Guides and Board Policies (DLC-AR, DJ-AR) for more information.
  6. Creating a New Expense Report
    • On your homepage, under My Expense Reports, click on the New Expense Report button.
    • On the next page, “What would you like to do?” – Select “Start with a blank expense report”
      and click Next.
    • Enter a name for your report such as “September 20__”.
    • Do not select “Billable to Client”.
    • Start Date will always be the beginning of the month “September 1, 20__”.
    • End Date will always be the end of the month “September 30, 20__”.
    • Description defines your report “Mileage for September 20__”. Click Next.

  7. Creating an Expense Reimbursement

    • Select the Date of your travel.

    • Department will default to your home department.

    • Choose a Category from the drop down box:

      • Cash Per-Diem: Use GSA rate to manually calculate per diem

      • Conference Mileage: Going to and from a conference when leaving from a WESD Home Base

      • Conference Mileage - Deduct Commute: Going to and from a conference when leaving from your Home

      • Conference-Employee Requested-Classified: Non-mileage related conference expenses for a
        Classified Employee Requested conference (refer to conference guide for required
        documentation)

      • Conference-Employee Requested- Licensed: Conference registration only for a Licensed
        Employee Requested conference (refer to conference guide for required documentation)

      • Conference-Employer Required: Non-mileage related conference expenses when
        administration requires you to attend a conference (refer to conference guide for required
        documentation)

      • Daily Mileage - Deduct Commute (Excludes Conferences): Workday mileage when leaving or
        arriving from your Home

      • Daily Mileage (Excludes Conferences): Workday mileage when leaving from WESD Home
        Base

      • Dues and Fees: Expense reimbursement for any dues or fees (membership dues: receipt
        required)

      • Per Diem Meals: Meal Per Diem is only used on WESD overnight business as defined in the
        WESD travel procedure. The per diem will automatically calculate using GSA rates (NO
        receipt required)

        • Use only on days when no meals are provided

      • Postage: any postage reimbursement (receipt required)

      • Printing & Binding: any printing and binding reimbursement (receipt required)

      • Supplies/Classroom Food: any supply or classroom food reimbursement (receipt required)

    • Budget Code is for administrator purposes only

    • From is the address of your starting point

      • Only use the physical address, no building names, or MapQuest will not map it correctly

      • Your starting address must always be your Home or Home Base

    • To is your destination address

      • Only use physical address, no building names, or MapQuest will not map it correctly

    • Miles: DO NOT ENTER MILES. Click on MAPIT! and Certify will automatically calculate the
      mileage for you

    • Click on Round Trip box if you are going to and from a location

    • For multiple address, click on Add Segment. Continue to add segments until you reach your
      final destination

      • Your ending address must always be your Home or Home Base

      • Certify will remember all address you put in. You will only need to enter them once.

    • Add a Reason for your trip (home visits, OASBO conference...)

      • Allowable acronyms for the Reason section:

        • HB = Home Base

        • HM = Home

        • HV = Home Visit

    • For Reimbursement always choose “I paid for this, please reimbursement me” – do not choose
      another category

    • Do not choose Billable

    • Attach documentation with the Receipt button. This will allow you to go to a gallery and
      attach the proper documentation to this reimbursement request. Documentation can be
      emailed to receipts@certify.com under your WESD email account.

      • Please go to www.certify.com for other ways to attach documents.

    • Always click on Save.

      • Example 1: You normally travel 4 miles from your Home to Home Base. However, today your First Assignment was at the school, which was 8 miles from your Home. You are eligible for mileage reimbursement for the 4 miles. (**Starting & Ending address will always be Home or Home Base**

      • Example 2: You normally travel 4 miles from your Home to Home Base. However, today your last assignment was at the school, which was 3 miles from your HOME. You are not eligible for mileage reimbursement. (**Starting & Ending address will always be Home or Home Base**)