1. Log into Employee Access. Click Expense Reimbursements, and then Submit Request. 2. Click on Add to begin a monthly reimbursement.

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1 If you have not previously received Employee Expense Reimbursements via Direct Deposit, please Sarah Nelson to be set up in Skyward under Employee Access. Once you are set up, you can enter your online reimbursement request. Employees submitting a request for mileage reimbursement must have a current MVR (Motor Vehicle Report) on file per the Employee Handbook. Please submit a copy of your driver license and a completed consent form to the Business Services Office Secretary if you are seeking mileage reimbursement. 1. Log into Employee Access. Click Expense Reimbursements, and then Submit Request. 2. Click on Add to begin a monthly reimbursement.

2 3. ***Important: Enter the first date and last date of the month as the From and To dates. Enter the purpose of the reimbursement as Reimbursement for MONTH/YEAR. Only one reimbursement request can be submitted per month. Click Save. 4. Click Add to add a detail line for each individual expense. This is also where you will attach scanned receipts after entering detail lines for meal expenses, parking receipts, etc.

3 5. Edit Detail Items: Date, Reimbursement Type, Quantity, Amount, Description, and Account Number. A. Enter the date the specific expense is incurred. B. Enter the Reimbursement Type: Meals, Mileage, or Other a. See below for links to calculate meal reimbursement amounts. b. Approved mileage is shown in the chart below. Mileage is entered using the quantity driven. If out of district mileage isn t on the approved mileage list below, please calculate the miles using MapQuest Driving Directions (quickest route calculation). Employees requesting multiple days of in district mileage per month should track their mileage on the Expense Statement spreadsheet ( snelson@spartan.org for the document) and submit one line item. The form should show From and To locations and mileage for each date. C. Write a description of the expense, including location. D. Use the appropriate account for the expense. Please check with the office approving travel for the account number if it is unknown. E. Click Save when you are finished with the detail item. F. After your first detailed expense is complete, you may: a. Add more detail lines. b. Click Save and Finish Later to continue entering other detail lines for the remainder of the month in a later session. c. Click Submit for Approval if you have entered your last detail line for the month.

4 Meal Amounts: Continued from B. a. above: Meals will be reimbursed in accordance with the federal per diem rates. Please follow this link: Enter State and City, and then click Find Rates The current Per Diem Rates for the area of travel will be listed. Scroll towards the bottom of the page to find the individual meal reimbursement amounts. The district reimburses breakfast, lunch and dinner based on time of day and travel times as listed in Article 317.

5 Meals will be reimbursed up to but not over the amount shown on the detailed meal receipt which can include gratuity and tip. The itemized receipt must be scanned and attached to the reimbursement request. All receipts can be scanned and uploaded as one document. Mileage Allowed in District One Way Mileage Allowed out of District - ROUND TRIP Miles Miles Maplewood to Cataract 12 Adams 136 Maplewood to Lakeview.5 Appleton 288 Maplewood to Lawrence-Lawson 1 Baraboo 149 Maplewood to A&E Center 1 Black River Falls 53 Maplewood to Rolling Hills 2 Cashton 35 Maplewood to St. John s 1 Chicago 510 Maplewood to St. Pat s 1 Chippewa Falls 174 Maplewood to High School 1 Decorah, IA 162 Maplewood to Southside 1 Eau Claire 155 Gays Mills 107 Lawrence-Lawson to Cataract 11 Green Bay 346 Lawrence-Lawson to Lakeview 1 Green Lake 205 Lawrence-Lawson to A&E Center 1 Holmen 58 Lawrence-Lawson to St. John s/st. Pat s 1 La Crosse 57 Lawrence-Lawson to Southside 2 La Crescent, MN 60 Lawrence-Lawson to Rolling Hills 2 Madison 230 Marshfield 153 Cataract to Lakeview 12 Mauston 89 Cataract to Southside 13 Menomonie 202 Minneapolis 353 A&EC to Cataract 11 Milwaukee 367 A&EC to Southside 2 Neillsville 107 A&EC to High School 1 Nekoosa 117 A&EC to St. Pat s/st. John s.5 New Lisbon 74 A&EC to Rolling Hills 1 Oconomowoc 315 Onalaska 50 Lakeview to High School 1 Oshkosh 251 Lakeview to Southside 1 Portage 169 Lakeview to Maplewood.5 Platteville 206 Prairie du Chien 153 Southside to Rolling Hills 3 Reedsburg 131 Southside to St. John s/st. Pat s 1 Richland Center 126 Shakopee, MN 364 Spring Green 175 Meadowview to Cataract 10 Stevens Point 174 Meadowview to Lakeview 1 Tomah 36 Meadowview to Lawrence-Lawson 1 Viroqua 62 Meadowview to Maplewood 1 Wausau 234 Meadowview to Southside 2 Westby 48 Meadowview to High School 1 West Salem 32 Meadowview to A&E Center 1 Winona, MN 102 Meadowview to St. John s/st. Pat s 1 Wisconsin Dells 130 Wisconsin Rapids 133