School of Education

Mileage

University supervisors are reimbursed for their milage for travel to conduct student teaching observations. Mileage reimbursement requests must be submitted through Concur by the end of each month. Any forms submitted after this date may be returned without reimbursement. 

To ensure timely processing, requests should include only travel completed during that month. Mileage requests that combine travel from multiple months will not be accepted. 

A current copy of the university supervisor's automobile insurance policy must be submitted to the Travel Office. Coverage must remain valid for the entire period for which travel reimbursement is requested. If the policy expires during the semester, an updated copy must be submitted. The university supervisor must be listed as a named insured on the policy.

The university supervisor should make every effort to minimize travel costs by scheduling multiple observations/meetings in near proximity on the same day, and by avoiding multiple trips to the same school on the same day.

Follow the steps below to submit your mileage for student teaching observations through Concur.

  • Step 1: Log In to Concur

    • Log in to Concur using your CCSU email (no password required).
      ➡ Select Create Expense Report.

  • Step 2: Create Your Expense Report

    Complete the Report Header by entering the purpose of your travel (e.g., Student Teaching Observation – [School Name]).

    In the Comments section, provide the details of your travel, including:

    • Date(s) of travel
    • Time(s) of travel
    • Travel location(s)
    • Student teacher's name
    • School name
    • Any additional information that will help identify the purpose of the travel

    Once finished, click Create Report.

    Step 3: Add Mileage Expense

    On the Expense Reports Page:

    Click Add Expense (top right).
    Select Personal Car Mileage.

    On the mileage map page:

    1. Enter your home address and the school address
    2. Click Calculate Route
    3. Select Round Trip
    4. Click Add Mileage to Expense

    ⚠️ Note: If you receive a warning indicating that your personal commute will be deducted, you may disregard this message.

  • Step 4: Allocate the Expense

    1.    Click Allocate.
    2.    Click the Add (+) button on the right.
    3.    Enter the allocation code: EDUC01.

    Tip: If you are entering mileage for multiple observations, click the dropdown arrow next to Add Expense and select Save and Add Another. This allows you to quickly enter additional trips without returning to the expense report .

    Step 5: Repeat for All Mileage Dates

    1. Click the X in the upper-right corner to close the expense entry screen.
    2. Review your list of mileage entries to ensure all trips have been entered accurately.
    3. If necessary, repeat the Allocate process for any remaining mileage entries.

    Step 6: Review & Submit Your Report

    1. Review all mileage entries to ensure they are complete and accurate.
    2. You may see informational warning icons next to some entries. If these are the standard Concur mileage warnings discussed earlier, they may be disregarded.
    3. Click Submit Report.

    Your mileage reimbursement request has now been submitted for approval. If additional information is needed, the Travel Office will contact you.

    For questions about Concur, contact:

    Travel

    https://www.ccsu.edu/fiscalaffairs/travel 
    860.832.2580