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Updated FAQ: How do I claim mileage for my Day of Service travel?
If you participated in Day of Service on 9/26/13 and drove to your volunteer location, you can claim mileage for your travel. Here’s what you need to do:
1. Locate and print the reimbursement form: Transportation and Business Reimbursement Form (Opens from the Intranet. This form is not available off-campus).
- Use a new form for “DAY OF SERVICE” only mileage and make sure to mark it as “DAY OF SERVICE.”
- Use this Mileage Chart for Day of Service to calculate mileage from campus.
2. Complete the form with your personal information and Cougar I.D. Use the Mileage Chart for Day of Service for pre-determined mileage allowed from campus (Columbus Campus or Delaware Campus) to/from all service locations on the Day of Service website. Please note:
- If you have approved leave and go home from the service location, mileage will be one-way.
- If you come back to campus for a department meeting, to work for the afternoon, or to bring back co-workers who car-pooled with you, mileage will be roundtrip.
- The miles you normally drive to and from work are considered commuter miles. This mileage will not be reimbursable.
- If your service location includes additional driving (such as meal deliveries for Meals on Wheels), you should list additional addresses or other documentation to support the mileage reimbursement requested.
3. Please use account number 10-10-02-30400-59430 for miles for Day of Service mileage only.
4. Submit to your supervisor to sign and approve the Reimbursement request.
5. Send the signed Reimbursement form (for Day of Service only) directly to Betty Sugar, RH-215.
6. Your claim will be processed in 2-3 weeks and a check will be mailed to your home OR available for pick up in the Cashier’s office (depending on which box you check on the form).
Questions? Please contact Nancy Case, firstname.lastname@example.org.
1. What is Day of Service and why are we doing this?
Day of Service will be held on In-Service Day, Thursday, September 26, to help commemorate our 50th anniversary at Columbus State. Instead of attending sessions on campus, we will fan out through the community to perform all types of service projects with the 50 different organizations that have requested our help!
Community and civic engagement is at the core of our strategic agenda, and we interact as a college and individually on many levels to support our students and our community. Our In-Service Day provides an ideal opportunity for the college to come together in a large-scale demonstration of our commitment to service.
2. When and where is Day of Service?
Day of Service will kick off with a pep rally and refreshments on Thursday, September 26. From each campus, employees will then proceed to the location they have chosen to volunteer.
Columbus Campus: Employees will convene at 7:45 a.m. outside on the Courtyard for the pep rally and pick up a tee shirt, lunch and volunteer supplies for their service project. Team leaders will also meet with each of their groups to organize car pools and distribute directions.
Delaware Campus: Employees will convene in Moeller Hall, rooms 111 and 112, at 8:00 a.m. to hold their own pep rally and pick up their tee shirts, supplies, lunches and directions. All Delaware volunteers will proceed to People in Need, (PIN), at 138 Johnson Drive, Delaware, OH.
After the community service shifts are completed (at 12:00 or 2 p.m.), employees will return to campus to work and attend department meetings.
3. Who can participate?
All full-time employees are encouraged to participate in the Anniversary Day of Service. Activities have been developed to accommodate all levels of mobility and ability. Part-time employees are welcome to participate with supervisor approval but will not be compensated for the time (or reimbursed for mileage). Adjunct Faculty can also participate on a non-paid basis, if requested in advance. Students may also participate with pre-approval from a department contact.
4. Are employees who perform essential services on campus able to participate?
Some employees in Facilities Management, Campus Police, and Information Technology may be unable to participate. Check with your supervisor if you have questions about your participation.
5. Are we required to participate in Day of Service?
While your involvement is very much encouraged, you may choose not to participate in Day of Service. In this instance, you will be expected to work your normal hours at the college, or take vacation or personal business leave for the full day.
6. Will attendance be taken?
Each community service project will have a Team Leader who will be responsible for signing in the team members on site. Normal procedures for sick leave or other absences will be followed on this day, similar to a normal work day.
7. What kind of service projects will be available? Do I have to leave campus for a project?
More than 50 different service projects will be offered, ranging from physical work such as planting, cleaning, painting, and building—to less strenuous work such as reading to children, serving meals, sorting donations, etc. A few on-campus options will be offered for those who choose not to drive or carpool to an off-campus location, yet want to participate in Day of Service.
8. Can we volunteer as a group or department? Will there be carpooling to the work sites?
Department groups or other work groups can certainly sign up together for projects on a space-available basis. Because each project will have a team leader, those volunteering for any particular project will be notified of their group members in advance, and can make arrangements to drive together or carpool if they choose.
9. If I volunteer to assist with Day of Service registration and logistical support (set-up, distribution of tee shirts, volunteer materials, etc.) will that count as volunteer service?
Volunteer registration is needed the morning of September 26 and will count as service. LaVada Washington will be coordinating volunteer registration on Columbus campus and will contact you with details if this is the opportunity you choose.
10. If I want to work on a project for a charity not listed, will that be allowed?
Yes, you can choose a different charity by sending the name, address and contact information, along with the work you will be doing there, to Day of Service organizers at email@example.com. Regardless, please let your supervisor know where you will be serving.
11. Can I leave after finishing my shift at my chosen project, instead of coming back to campus?
All Day of Service participants are expected to return to campus to complete other work (depending on time) and attend respective department meetings. With prior approval from your supervisor, you may submit a leave form for the remaining work hours after your shift, and not return to campus.
12. When can we begin signing up for Day of Service projects?
The online registration form will be ready on our website on Thursday, August 29.
13. How will we know who we are volunteering with so we can carpool?
After you sign-up for a volunteer activity, you will receive a confirmation from Lisa Biggum with details for your specific site. Once she has all the sign-ups for each site, Lisa will send the list of volunteers for that site to all participating with the name of your Team Leader.
14. What is a Team Leader?
Team Leaders will be assigned to each site to help coordinate the volunteer activity at that site, take attendance and communicate any needs to campus. Those interested in serving as a Team Leader can sign-up when registering on the volunteer site.
15. Will breakfast and lunch be provided on Day of Service, like it is on In-Service Day?
A continental breakfast of pastries, fruit and coffee will be provided at the Pep Rally on campus prior to your departure to service project sites.
For Columbus campus volunteers, a “Grab and Go” box lunch that does not require refrigeration will be available at the pep rally. The box lunch will include a vegetable wrap, fruit, chips, and cookies. Soda or water will also be available to take.
For Delaware campus volunteers, box lunches will be delivered to the volunteer site, People in Need.
16. Will department meetings be mandatory after the Volunteer Activities?
Yes, all divisions/departments will be holding meetings in the afternoon. Check with your supervisor for the details of where and when your department will meet.
17. Will travel to and from the service projects be reimbursed?
Yes, mileage to and from the approved volunteer sites will be reimbursed to faculty and full-time staff. Most of the projects offered are fairly close to both campuses. Please coordinate with your colleagues and carpool when possible. The Business Officee has created pre-calculated mileage amounts for each of our service locations, which will be filled in when a form for reimbursement is received.
18. Will employees be covered by worker’s compensation in the case of an accident or injury at the approved volunteer site?
Yes. Normal insurance coverage will be in effect for injuries or accidents on the job.
19. What if I am sick on Day of Service?
Please follow standard department protocol for informing your supervisor that you are sick and will not be participating or at work that day.