Supervisor Mileage Log

University Supervisors travel between select schools several times a term to conduct student practicum and student teacher observations and assessments.

Personal Insurance

University policy authorizes University Supervisors to use their private vehicles for official business and requires they have personal automobile liability insurance. In the event of a related incident, personal automobile insurance will serve as the primary coverage. State-provided automobile liability coverage will apply on a limited basis after the employee’s primary coverage limits have been used. The state does not provide physical damage, uninsured motorist and personal injury protection for personal vehicles.

Mileage Tracking Form

Supervisors use the UO Mileage Chart or UOTeach Quick Reference Chart to record each round-trip visit to schools. As of January 2018, the UO reimbursement rate rate is 54.5 cents per mile, this rate frequently changes. The form below is printable, fill-able, and has an auto calculation.

Related Guidelines:

  • Must have personal automobile liability insurance to provide primary coverage.
  • All miles recorded should be round-trip, unless otherwise noted in the log.
  • Mileage should be recorded using UO as the trip starting/ending point.
  • Use the UO Mileage Chart or UOTeach Quick Reference Chart to report miles from the UO campus to school sites. For destinations beyond those listed in the chart, use Google Maps, Mapquest.com or odometer readings.
  • UO Mileage Chart and general polices can be found online at: https://ba.uoregon.edu/content/private-vehicle
  • Forms must be submit to the respective Practicum Coordinator. Practicum Coordinators will review and sign the approved mileage logs and submit them to coefinance@uoregon.edu.
  • The COE Finance support team will process the mileage reimbursements.

Mileage Reimbursement Process & Guidelines (2017-18 AY)

Practicum University Supervisors will be reimbursed for mileage on a term-by-term basis. This document outlines what each party is responsible for and deadlines for mileage log submission. Deadlines for the 2017-18 academic year can be found at the end of this document.

In general, the reimbursement process will be:

  • Supervisors will use the current mileage log to record their miles each term.
  • During week 11, supervisors will turn their mileage logs into the practicum coordinators for review.
  • Practicum coordinators will review and sign the approved mileage logs and give them to Tiffany or a student worker to submit to coefinance@uoregon.edu.
  • The COE Finance support team will process the mileage reimbursements.

Practicum Coordinators will:

  • Communicate information regarding the mileage reimbursement process and applicable university polices to supervisors. This includes:
    • Ensuring that supervisors are using the updated mileage log reimbursement form and that they understand how to complete it correctly.
    • Answer questions regarding the mileage log and process and/or work with COE Finance on non-routine questions.
    • Inform supervisors of the deadlines for submitting their mileage log each term.
  • Collect mileage logs from all practicum supervisors at the end of each term and review the following information:
    • Confirm that name, contact information and UO ID fields are completed and that the form has been signed.
    • Ensure that the “Licensure Program” and “Term of Supervision” sections are completed.
    • Trips that are logged are complete, accurate (to the best of your knowledge) and that the requested reimbursement by the practicum coordinator is reasonable.
  • Once all mileage logs for the term have been reviewed and signed, practicum coordinators will give them to coefinance@uoregon.edu for processing.

Submit expenses for reimbursement at end-of-term in which supervision occurred. Completed forms should be turned into Practicum Placement Supervisors for signatures, at the end of each term.

The COE Finance Support Team will:

  • Process the mileage reimbursements in a timely manner, each term. Ideally, reimbursements should be processed within 4 weeks of the end of the term.
  • Answer questions regarding the mileage log and reimbursement process.
  • Ensure that all mileage reimbursements have been paid and research any payment discrepancies.