Due dates and timelines

Report submission

Mileage reports for each calendar month are due to OPS/Business Services/Trinh Quach by the 25th of the following month. For example, July mileage is due by August 25th. Please scan and email your Mileage Forms (with your supervisor's signature or approval) to LibBisSvc@multco.us. This will help get your reimbursement processed faster. You do not need to send the hard copies by interoffice mail anymore. 

Mileage - Monthly Expense Report Form (travel on/after 01/01/2025)

(Note that mileage related to Travel and Training should be reported on this form. See Travel Expense and Time Entry Guidelines for more detailed info.)

If you turn in a mileage reimbursement form, Central Accounts Payable now requests that if you “have office hours, [you] should physically sign these forms to confirm the Certification statement at the bottom.” Even if you are a full-time teleworker, a wet signature is still preferred.

Please be mindful of your approver’s availability and allow two days for interoffice delivery. Tardy requests will be reimbursed for parking only; no tardy mileage is reimbursed per the County administrative procedure FIN-14. Exceptions will only be considered for unforeseeable circumstances, such as unexpected leave.

Reimbursement

Reimbursements are paid within 30 days to your primary bank account designated for payroll deposit. You will receive an automated payment notification email.

Completing your mileage report

• To use the mileage report form, you must make a copy and save it to your own Google Drive first. See the Instructions tab on the form.
• On the Mileage Form tab, fill in your:
  • Name
  • Employee ID number
  • Home cost center. Check Workday or ask your manager if you are unsure which cost center to use for mileage.
  • Home to work Commute Miles is always the same, and it equal the distance from your home to your Primary Assigned Work Location as shown in Workday. Enter a number only, do not enter the word 'miles.'
• As you enter the date of your first trip for the month, note that the month and year fields in the upper right header will auto-populate.

**New Requirements:

• Trips must be listed in chronological order.
• Each day must begin and end in the same place, either at Home or at your Primary Assigned Work Location. Even if you know your home-to-work commute mileage is less that a leg of your trip, the entry is still required so that the form correctly calculates your reimbursement.
  • Example #1: Your Primary Assigned Work Location is Central, but you sometimes begin your workday at Rockwood. Your mileage entry should read:
    • 7/10/2024 Home to ROC
    • 7/10/2024 ROC to Home
    • Note that your Home to Central commute mileage will be deducted.
  • Example #2: Your Primary Assigned Work Location is Troutdale, but you sometimes do outreach at non-Library locations. Your mileage entry should be something like the following:
    • 7/10/2024 Home to Wilkes Elementary School
    • 7/10/2024 Wilkes Elementary School to TRT
    • 7/10/2024 TRT to Home
  • Example #3: Your Primary Assigned Work Location is Belmont, but you actually telework and sometimes attend meetings at other locations. Your mileage entry should be as follows:
    • 7/10/2024 Home to OPS
    • 7/10/2024 OPS to Home
    • Note that your Home to Belmont commute mileage will be deducted.
• When entering Home as the starting or ending location, DO NOT enter your home address. Only use the word 'Home' in the form.
• Each leg of each day's driving must be listed in order to accurately deduct commute mileage.
• If you have regular recurring offsite meetings please email Trinh your employee ID number, home address, primary worksite, and cost center; she will create a personalized template for you.

Additional resources

If needed, you can search for your parking receipt using Parking Kitty's FAQ page. See How Do I View My Parking History/Get Receipts. For the pay station just outside of Multnomah Building (Hawthorne Blvd. and Grand Ave.), the terminal ID is E140509.

A Google Maps-based mileage chart between library locations and selected county buildings is available for your convenience on the last tab, and it is also built into the Mileage Form. You can also find mileage tables of selected cities in Oregon from the Oregon Department of Education, or from the State Library of Oregon.

Allowable commuting mileage

Commuting mileage is allowable when employees are assigned to a temporary worksite on a daily basis.

Home to Primary Assigned Work Location Commute mileage is deducted from the total mileage for the day, not from each leg of the day's driving.

For more information, please see the County finance administrative procedure FIN-14, or contact Trinh Quach or Johnny Fang.

Examples

• Example #1: You live 10 miles from your primary worksite and have been assigned to an alternate worksite that is 16 miles from home. Enter each leg of your day's driving; you will be reimbursed for 6 miles each way.
• Example #2: You live 10 miles from your primary worksite. At the end of day, you are at another worksite that is 20 miles from home. You will be reimbursed for 10 miles.
• Example #3: You live 10 miles from your primary worksite and you have been assigned to an alternate location that is 16 miles from home. During the day, you drove 4 miles to a second alternate worksite that is 20 miles from home and end your work day at this second alternate worksite. You will be reimbursed for 20 miles total.
• Example #4: You live 10 miles from your primary worksite and the assigned temporary location is 8 miles from home. No reimbursement.