Create a Mileage Reimbursement Request

Reimbursement requests can only be created against approved purchase orders, and there are three types — travel form, within city mileage form, and claim form. Click here for more information on reimbursement requests.

This topic describes how to create a within city mileage form to request reimbursement for mileage, parking, and tolls.

Create a mileage reimbursement request

1. Login to WebSmart, and select Employee Portal from My Portal in the Module pull-down list on the top of the screen. The Employee Portal window opens displaying multiple tabs.

2. Click the Reimbursements tab, and the Reimbursement Forms window opens.

3. Click Create New Form, and the New Reimbursement Form window opens.

4. Complete the header fields as described.

• Purchase Order Reference: Select a PO and one of the items from the pull-down lists.

• Form Type: Select Within City Mileage Form. Note: Once the form type is selected, the appropriate fields are displayed below. Example

• Transaction Date: Read-only; defaults to today's date.

• Status: Optional. Change from Submitted to Unsubmitted if you need to finish work on the request at a later date.

5. Complete the Trip/Travel Details in the far left column.

• The mileage is calculated based on the number of miles entered multiplied by the mileage rate displayed in the far right column.

• Totals in the far right column are read-only, based on the entries in the columns.

6. Repeat step 6 as needed for additional dates.

7. Click Create. The form is created, and additional tabs are displayed. Example

• Adjustments: This tab will display the description & amount of any adjustments that an approver adds to the reimbursement.

• Signatures: Lists the names and statuses — signed/unsigned — of signatories, as well as the date/time stamp when the request is approved.

• History: Details all actions taken on this reimbursement.

• Documents: Use this tab to upload receipts or other files as needed for documentation of the request

Return to My Portal — Reimbursements Overview