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Mileage is to be calculated on a daily basis using your assigned base as the starting point and including the distance for all work related stops throughout the day and ending the day with your last work related destination. Do not include the mileage from your last stop to your home unless it exceeds the distance from your base to your home. In such a case, subtract your commuter base - to - home distance from the last work related location and add this difference to your daily mileage. Travel is reimbursed at .535 per mile.
Purchase Orders for Miscellaneous Supplies/Items (taken from draft Policies and Procedures FY18) Purchase orders (P.O.) will be generated based upon the availability of funds. Requests may be denied if funds are not available. Purchase orders must be obtained prior to the service or purchase is made. SST Consultants will not be reimbursed for any service or purchase if it has been made prior to obtaining a P.O. All purchase order requests need to go through the Director’s office. Requests for purchase orders must be submitted at least three weeks prior to the event or services to an administrative assistant. Directions for filling out the Purchase Order Request Form Enter your name on the appropriate line. Enter the current date on the date line. Enter the date needed by on the line. For each item enter the following: · Quantity the total number of units needed · Unit number of items within each unit, i.e., 12 reams of paper is one unit · Vendor list the vendor’s name · Catalog/Part# (list the item number that is attached to the item · Description The name of the item as listed in the catalog or online · Unit Price The price of one unit · Item Total The price of all the units Leave the Fund blank for the director’s use Add comments if needed and then submit to administrative assistant to review before the director approves the items.
Staff Expense Report (taken from draft Policies and Procedures FY18) An Expense Report should be submitted for hotel reimbursement, meals and other reimbursable expenses when traveling. These forms should be submitted at least once per month. See guidelines below: Hotel Reimbursement: Nightly maximum allowance for a hotel room is $150, if exceeding this amount approval is required from director prior to booking. When contacting the hotel either by phone or researching via email, request the STATE EMPLOYEE RATE. You may need to show your SST ID badge upon arrival if requested. Food Reimbursement: Meals are reimbursed for overnight travel only. Daily allowance is $40.00. Remember to be a good steward of the public’s funds and use good judgment on expenditures in this category. Reimbursements are for meals only (no candy, gum, etc.) Miscellaneous Reimbursement: Miscellaneous expenses such as parking fees, taxi fees, or other items should be listed separate from hotel and food. SUBMIT ORIGINAL ITEMIZED RECEIPTS. If your receipt is not itemized, you will not be reimbursed. You must submit the original receipt, not a copy. Directions for filling out the Staff Expense Report Enter your name on the appropriate line. Enter the first date of the event that you attended. Enter a Description of the Event such as a title or other information under the category of description of expense. Enter the amount of lodging you are requesting reimbursement in the lodging category. Enter the amount of meals and tips you have submitted original itemized receipts for in the meals and tips category. Enter any miscellaneous costs associated with the expense in the miscellaneous category. The U.S.$ will self-populate with the total amount of reimbursement. Once you have completed your expense report, save the form on your computer. Print one copy out and sign it. Submit the form to the administrative assistant for review and to have it signed by the director. To process expenses on a timely basis, you should submit expenses at least once per month.
Fiscal Agent

MVESC
205 North Seventh Street
Zanesville, OH 43701
P: 740-452-4518
Cambridge Office

60788 Southgate Road
Suite 201
Byesville, OH 43723
Toll Free: 1-877-778-1274
P: 740-439-9383
F: 740-439-9310