Mileage Change 07/01/26

Effective July 1, 2026, updates to the mileage reimbursement submission process will take effect for all employees.

Beginning with July mileage reimbursement submissions (submitted by August 15, 2026), employees will be required to list each trip separately on the HCPSS FIN Form 210- Mileage Log with Mileage_Calculator . Each “to and from” destination must be entered on its own line. For employees who travel to multiple locations throughout the day, a separate row should be completed for each trip being submitted for reimbursement.

Separating trips by stopping point increases transparency and consistency in reimbursement documentation and allows supervisors and the Accounting Office to more easily review submissions for accuracy and completeness. 

The HCPSS FIN Form 210- Mileage Log with Mileage_Calculator has been updated to accommodate the requested documentation change. The updated form will automatically calculate reimbursable mileage when employees enter “from” and “to” locations, including HCPSS schools and other business-related destinations. This change creates consistency among submissions by ensuring mileage is calculated using the shortest travel distance between two locations, which is the basis for HCPSS reimbursement.

These updates are intended to simplify the completion of the required documentation while improving consistency and accuracy in the reimbursement process. 

For additional information regarding mileage reimbursement, employees are encouraged to review the Expenses page in Workday Community Canvas. On this page, you will find additional resources:

• HCPSS Employee Expense Reimbursement Manual 
• Expense Reimbursement - Create an Expense Report for Mileage Reimbursemen... 
• Expense reports FAQ 
• HCPSS FIN Form 210- Mileage Log with Mileage_Calculator