Please be aware of the change in the mileage reimbursement rate for 2020 which may impact how you submit your mileage reimbursements in Oracle.
Please follow the instructions below to facilitate an accurate and efficient reimbursement process:
- If you incurred mileage expenses during the month of December (or any month in 2019), please submit your reimbursement requests as soon as possible.
- If you have mileage reimbursement expenses for both the month of December (or any other month in 2019) and the month of January, be sure to create separate expense items on your expense report. Do not combine 2019 mileage reimbursement expenses with 2020 reimbursement expenses on the same expense item since the reimbursement rates will differ.
- To ensure you receive the correct reimbursement rate when creating an expense item in Oracle, be sure to select the actual date of travel. Use the calendar icon to select and populate the actual date of travel for each expense item. If you do not change the date, it will default to the current date and the correct mileage reimbursement may not be applied. In order to correct the date, the expense report will need to be withdrawn and resubmitted with the correct date which may delay reimbursement.
- Be sure to fill out the correct Employee Monthly Mileage Claim Form (2019 vs. 2020) which you will attach as supporting documentation when you submit your reimbursement request in Oracle. Claim Forms may be found by visiting the Accounts Payable section of the Finance Forms webpage.
- For reference, the mileage reimbursement rates for both 2019 and 2020 are posted to the Travel Information section of the Finance webpage.
- Please note that if you are creating an expense item and have not yet attached it to an expense report, you will not see the total mileage reimbursement amount until it is added to an expense report.
- For full instructions on submitting employee expenses in Oracle, please reference the Employee Expense Report for Travel/Per Diems posted to the ERP Training Resources webpage.