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Personal Auto Mileage Expenses Audit (Validation) Points

• The system only automatically approves mileage for claims less than $250.00. If the total mileage claimed during an overnight trip is less than $250.00, the claim does not need to be manually reviewed.  
• Verify each line item in the expense report individually.
• Verify all required receipts are received and legible.
• Validate mileage calculation when possible.
• Mileage greater than 75 miles must accurately represent starting point (Originating location) and ending point of travel (Destination location) identifying the farthest distance traveled one-way.
• Vicinity Mileage must be documented on separate lines within the expense report when the vicinity mileage, if searched online (map quest, google maps, etc.), is greater than 10% of the total mileage being claimed.
• 1. • Vicinity Mileage example for traveling outside of county Headquarters

       

        

       Line 1: Traveler records Originating Location (Columbus) to Destination Location (Cleveland); approximately 144 miles.

       Line 2: Traveler records vicinity miles within Destination Location (Cleveland); 60 miles.

       Line 3: Traveler records return from Destination Location (Cleveland) to Originating Location (Columbus); approximately 144 miles.

       • Google Maps estimates Columbus to Cleveland as 144 miles; therefore, round-trip mileage the traveler will claim is 288 miles. The 60 vicinity miles claimed for reimbursement is above 28.8 or 10% of the 288 round-trip miles being claimed. Vicinity mileage greater than 10% of the round-trip mileage must be documented on a separate line (as shown in Line 2 of the image).

       • Notes are required for vicinity mileage.

     • Vicinity Mileage example for traveling within county Headquarters (or same city or county)

       

       • Travelers commuting within their headquarters records the same city for both Originating Location and Destination Location.

       • Notes are required for vicinity mileage.

4. Intermediate Destinations are same-day, business-related stops between the originating and destination locations. Travel expense reports shall indicate all intermediate destinations (i.e., specify intermediate towns and cities but not stops within a town or city) between the commencement and termination of travel .
   1. • Intermediate Destination example for same-day stop between Originating and Destination Locations

        

         

        Line 1: Traveler records Intermediate Destination (Akron) prior to Destination Location (Cleveland).

        Line 2: Traveler records Destination Location (Cleveland) from the Intermediate Destination (Akron).

        Line 3: Traveler records return to Originating Location (Columbus) from the Destination Location (Cleveland).
        

        • Notes are required for intermediate destinations.

4. Dept of Agriculture has seasonal Gypsy Moth Travelers who may have excessive travel within the same county.  Their occupation requires them to travel within the same county/city trapping and monitoring Gypsy Moth.  Mileage greater than 75 with the same destination and origination location is acceptable without a comment. (Acceptable when ER is over 20% and has a secondary supervisor approval.)