Mileage Reimbursement Form and Guidelines

Forms and guidelines for mileage reimbursement for in-district mileage (APS location to location) or in-state mileage (odometer readings).

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Form Instructions

Mileage is due in the APS Payroll Department within 30 days of travel.

Employee Name: Must agree with payroll records.
Employee Number: This number is assigned by APS and must be provided in order to process the mileage form.
Location Number: Must be employee's permanent location.
Month/Year: Only put the month and the year for the mileage that is being claimed. Do not combine months. Only one month per form.
Employee Location Name: Must be employee's permanent location.
Location Telephone Number: List a number where you can be reached or an alternate number where a message can be left in case there is an immediate question. Some issues can be resolved over the phone without having to come into the Payroll office to correct. If all the requirements are not met, the mileage form will be held for correction.
Whenever a second trip is required to the same location on the same day please note that this is a second trip so that it doesn't appear to be a duplicate.
All forms must have approval signature, date, and printed name from the Principal and/or Supervisor.
Employee signature and date is required on both forms.

Instructions for Form 1 APS Location to APS Location

Use this form when traveling from an APS location to another APS location.

Mileage from your home to your work location is prohibited.

On the back of every In-District Mileage form there is a listing of location codes for every APS School and facility. Use only these location codes when traveling from location to location within the APS network.

Reason for travel must be filled in completely. Must clearly explain reason for traveling in between locations.
When claiming mileage for a round trip, an X must be entered under the "Round Trip" column, otherwise leave blank.

Instructions for Form 2 In-State Milage, No Overnight Stay

Use this form if, from this point on the same trip, travel is to a non-APS location.

Mileage associated with overnight travel through the Travel Authorization process will need to be submitted to the Accounts Payable Department.

Odometer readings are necessary and Form 2 must be used. Only track the odometer reading when traveling to a non-APS site. In-State Mileage odometer readings should only be used for the following reasons.

Driving to non-APS facilities such as the grocery store, hospital, children homes, bank, etc.
Actual odometer reading must be used, NOT trip miles.
Reason for travel must be filled in completely. Must clearly explain reason for traveling in between locations. Must answer Who, What, When, & Where.
Out of district travel with no overnight stay.

This page was last updated on: July 2, 2025.