coe-staff: Practicum mileage and step-by-step procedures
Denise McKenney
mckenney at uoregon.edu
Thu Sep 23 15:52:42 PDT 2021
Please share this with your practicum supervisors and travelers,
As of June 2021, all travel including practicum mileage, must have a request submitted and approved in Concur before departing at the beginning of each term. Please check with your supervisor for the appropriate index (required to submit a request in Concur).
* Request's must be submitted and approved in Concur before departure
* This should be done once at the beginning of the term and submitted at the end of the term
* all practicum reimbursements must be submitted within a 2 week after the end of the term
* The attached supervisor log must be completed and approved by the supervisor before it is uploaded as a PDF into Concur
* Mileage should be calculated using the mileage tool within Concur, if not using the mileage tool, a map of the route is required and must be attached as a PDF proving mileage
* If traveling to multiple locations on the same day, the travel should be continuous and not round trip to-from the UO unless an explanation is included
* All drivers must complete a driver certification form found at https://transportation.uoregon.edu/business-travel - this only needs to be completed once per year and should be kept with their supervisor
An example of text for the business purpose could include the following (acronyms are not permitted):
[Traveler's Name] is conducting Field Experience Supervision in Teacher Standards and Practices Commission (TSPC) approved licensure programs for the Fall 2021 term with the [Name of Department] department. [Traveler's Name] used their private vehicle to drive to various sites and supervised students in the [Name of Department] program as they earned required field experience at local area schools and agencies throughout Eugene and Springfield.
Additional information can be found at: https://ba.uoregon.edu/travel/concur
Step-by-Step Procedure
1.) Log in to Concur at https://concur.uoregon.edu using your Duck ID and password
2.) On the top navigation bar, click Request, click Create New, New Request
3.) Request Header
Enter required fields, indicated by a red bar. Business purpose should be thorough and complete and clearly demonstrate the benefit to the university. Once you have entered all required fields, click the blue Save button. This will open the Segments tab where you will enter domestic mileage - for other travel you would enter any airfare, lodging, rental cars or train segments needed for your trip.
1. Trip destination and date: Term/year Practicum Mileage
2. start date: first day of travel or first day of the term
3. end date: last day of travel or last day of the term
4. city you will be traveling to: Eugene, Oregon
5. Trip purpose: Teacher Supervision
6. Traveler Type: Faculty
7. Trip Type: 1 Domestic Travel
8. How you will book: 8-vehicle-personal, rented or vehicle
9. Does this trip include personal travel?; No
10. Business Purpose: see above as an example state
11. Index: department index
[cid:image002.png at 01D7AFC6.826E2180]
4.) Expenses
Click on the Expenses tab. This is where you will only need to enter one possible trip to get the request approved:
1 Expense type: 03. Mileage
2. date: first day of the term or first travel date
3. distance: you just need a number, can be 0
4. click Save in the bottom right corner
5. click Submit Request in the top right corner
[cid:image005.png at 01D7AFC6.826E2180]
[cid:image006.png at 01D7AFC6.826E2180]
5.) Creating your Expense Report
The expense report for approved travel must be started from the Request. You can begin the report as soon as your request is approved. This gives you a virtual folder to contain all of your daily trips as they are completed. Note that you should not submit your report until after all of your practicum mileage for the term is complete with all visits,
1. Click Requests at the top of the page
[cid:image004.png at 01D7B08B.4B734FF0]
1. Click Expense on the far right side of the page under Action
[cid:image005.jpg at 01D7B08B.4B734FF0]
1. Review your request and add any additional information needed, then click Next in the bottom right corner
[cid:image006.jpg at 01D7B08B.4B734FF0]
4. No - does not include per diem meals
5. Enter each trip date individually, unless multiple trips on the same day
a. Trip type: personal car mileage
b. location: city you were in
c. click the mileage calculator at the bottom right
[cid:image007.jpg at 01D7B08B.4B734FF0]
6. Beginning address is either HEDCO Education Building or your home address, whichever is closer to the address you are going
a. enter just like a map quest
b. add additional address and finally returning to HEDCO Education building
c. keep entering all trips with the individual dates of travel using the mileage calculator for locations
[cid:image008.png at 01D7B08B.4B734FF0]
7. Add the completed mileage log as support documentation - must be approved by your supervisor showing all dates and locations
a. Expense Type: Other Support Documentation
b. Transaction Date: last day of travel
c. Click Attach Receipt
attach as a PDF the signed approved supervisor log for the correct term
[cid:image009.jpg at 01D7B08B.4B734FF0]
8. Once the Supervisor Travel Log and all travel has been added to the report, click the orange Submit Report on the top right corner
[cid:image013.jpg at 01D7B093.07169300]
9. Click the Accept & Submit button, this is your electronic signature stating all information is true and accurate
[cid:image011.png at 01D7B08B.4B734FF0]
Please let me know if you have any additional questions or would like me to offer any additional training.
Thank you,
Denise
Denise McKenney | COE Finance | P: (541) 346-5949 | E: mckenney at uoregon.edu<mailto:mckenney at uoregon.edu>
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.uoregon.edu/pipermail/coe-staff/attachments/20210923/7df7340b/attachment-0001.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.jpg
Type: image/jpeg
Size: 31302 bytes
Desc: image001.jpg
URL: <http://lists.uoregon.edu/pipermail/coe-staff/attachments/20210923/7df7340b/attachment-0007.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image002.jpg
Type: image/jpeg
Size: 17421 bytes
Desc: image002.jpg
URL: <http://lists.uoregon.edu/pipermail/coe-staff/attachments/20210923/7df7340b/attachment-0008.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image003.png
Type: image/png
Size: 13798 bytes
Desc: image003.png
URL: <http://lists.uoregon.edu/pipermail/coe-staff/attachments/20210923/7df7340b/attachment-0004.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image004.png
Type: image/png
Size: 6477 bytes
Desc: image004.png
URL: <http://lists.uoregon.edu/pipermail/coe-staff/attachments/20210923/7df7340b/attachment-0005.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image005.jpg
Type: image/jpeg
Size: 10133 bytes
Desc: image005.jpg
URL: <http://lists.uoregon.edu/pipermail/coe-staff/attachments/20210923/7df7340b/attachment-0009.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image006.jpg
Type: image/jpeg
Size: 21315 bytes
Desc: image006.jpg
URL: <http://lists.uoregon.edu/pipermail/coe-staff/attachments/20210923/7df7340b/attachment-0010.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image007.jpg
Type: image/jpeg
Size: 19399 bytes
Desc: image007.jpg
URL: <http://lists.uoregon.edu/pipermail/coe-staff/attachments/20210923/7df7340b/attachment-0011.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image008.png
Type: image/png
Size: 34706 bytes
Desc: image008.png
URL: <http://lists.uoregon.edu/pipermail/coe-staff/attachments/20210923/7df7340b/attachment-0006.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image009.jpg
Type: image/jpeg
Size: 24337 bytes
Desc: image009.jpg
URL: <http://lists.uoregon.edu/pipermail/coe-staff/attachments/20210923/7df7340b/attachment-0012.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image011.png
Type: image/png
Size: 14245 bytes
Desc: image011.png
URL: <http://lists.uoregon.edu/pipermail/coe-staff/attachments/20210923/7df7340b/attachment-0007.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image013.jpg
Type: image/jpeg
Size: 25244 bytes
Desc: image013.jpg
URL: <http://lists.uoregon.edu/pipermail/coe-staff/attachments/20210923/7df7340b/attachment-0013.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: Supervisor Mileage Log 2021.pdf
Type: application/pdf
Size: 397464 bytes
Desc: Supervisor Mileage Log 2021.pdf
URL: <http://lists.uoregon.edu/pipermail/coe-staff/attachments/20210923/7df7340b/attachment-0001.pdf>
More information about the coe-staff
mailing list