Mileage Claim Form Setup

Applicable Roles

• HR Administrator
• HR Team
• Forms Administrator

Prerequisites: Creating and Editing Form Categories (In order to create a form, you must first apply the correct form category) and Form Management: Claim Form Set-up & Creation

Please Note - There are two different claim form categories: Mileage Claim Forms - These are used to track mileage and mileage payment reimbursements; and Claims Forms - Used with Pay Variables to allow districts to keep track of payment outside of the regular salary payment. 

Contents

Create a Mileage Claim Form Category

Create Mileage Claim Process Form

Set Mileage Reimbursement Values

Set Employee as Approver

Create a Mileage Claim Form Category

1. Navigate to Process Forms/Form Category Management
2. Click New Form Category
3. Select "Mileage Claim Form" as the form type
4. Enter the name and description of the Mileage Claim Form
5. Click "Insert"

Create Mileage Claim Process Form

6. Navigate to Process Forms/Form Management
7. Click "New Process Form" 
8. Select "Mileage Claim Form" for the Process Category when the details display:

9. Enter all other pertinent information - (see Form Management: Claim Form Set-up & Creation – SchoolFront for further details), enter the Pay Variable Code 
10. Click "Insert":
11. In the Details section of the form, select Template Builder:

12. Inside the Template Builder, add a table to include your district header (Logo/District Name/Title)

13. Insert Mileage Claim Notification Markers, starting with the Mileage Claim Form Route Table. These are automatically updateable markers to use within process form templates to help with mileage claims:

    

• Mileage Claim Form Route Table - Displays the table of routes taken, the associated mileage, parking and toll expenses
• Mileage Claim Form Mileage Adjustment - Mileage deduction entered as part of the form. This usually represents legs of the trip that you are not able to expense
• Mileage Claim Form Total Mileage Expense - The total sum expensed based on the total miles multiplied by the corresponding "per value" expense that is defined within the process form
• Mileage Claim Form Total Parking Expense - The total sum of parking costs
• Mileage Claim Form Total Toll Expense - The total sum of tolls paid
• Mileage Claim Form Total Billable Miles - The total miles for all specified routes
• Mileage Claim Form Total Expense - The total money being expensed = Sum of the total mileage expenses, total parking expenses, total toll expenses 

14. Once the template is complete, click "Save"

Mileage Reimbursement Values

1. Select "Mileage Reimbursement Values" tab

3. Select "New Mileage Reimbursement Value"
4. Enter Start Date
5. Enter Reimbursement Amount

6. Click "Save"

   

Set Employee as Approver

1. Select the "Approvers" tab on the form, and click "New Form Approver"

2. Select the employee as the first approver
   1. Enter other approvers as needed
3. Select the "Email Rules" tab, and click the pencil icon next to the Eligible Level 2 Approvers

4. Click "Email on 1st Approval"

   

5. Select "Form Pending Approval" on the Notification Template dropdown
6. Click "Save"

To submit a mileage claim form, please see: How to Submit a Mileage Claim Form