HomeMy WebLinkAboutOCDSB 056 Kilometrage Personal Vehicle Form Nov 2025OTTAWA-CARLETON DISTRICT SCHOOL BOARD
Request for Kilometrage Payment (Personal Vehicle)
complete shaded areas - shading will not appear on the printed form
Request Date
Employee EIN
Name
Location
Date (y/m/d)
(e.g. 2021/9/1)
Finance Department Use
Group Code:
Submit scan to mileageclaim@ocdsb.ca
OCDSB 056 Finance (Nov 2025)
9/1/2018
Particulars
Payment Rate
Date
KM
EIN
Reimbursement ->
Claimant's Signature
Authorized Signature
Return Trip
KM
0
Total KM
Amount
0
Date
Instructions for Request for Kilometrage Payment Form
Form #: OCDSB 056
A request for kilometrage payment form is used to reimburse employees traveling between work locations and on District business from the employee’s first stop of the day to the employee’s
last stop of the day.
Please refer to expense procedure PR.529.FIN.
How to complete a Mileage Form:
1. Request Date
2. Employee EIN
3. Name
4. Primary Work
5. Classification
6. Date
§ Note: If a date is not entered on the same line as the km field (kilometers traveled), the km total field will not include this amount in the summation.
7. Particulars
8. km
9. Return Trip
§ Note: When traveling to multiple locations, do not use the return box even if you are returning to your original start location. For multiple locations, simply enter the total km
traveled.
10. km Total
11. Reimbursement
12. Signature of
13. Authorized Signature
Kilometrage for travel within the City of Ottawa and outside the City of Ottawa where no other travel expenses are being claimed is to be on a request for kilometrage payment form OCDSB
056.
Kilometrage for travel outside of the City of Ottawa where other travel expenses are being claimed is to be on a travel expense claim form OCDSB 595.
Ensure you are using the most up to date form, as the kilometrage rate can change. The current rate is $0.58 per kilometer.
Each page should be totaled, signed by the claimant and approved.
Kilometrage claims should be submitted monthly.
Keep a copy for your own records.
The original approved forms should be retained at the school/department.
Scan completed forms to mileageclaim@ocdsb.ca.
Location
Claimant
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Enter the date of the mileage claim (current date)
Enter your EIN #
Enter your full name
Enter your work location assigned to you by the employer
Select the radio button that applies to your type of employment with the District. If it is not listed, enter your job title next to “Other”.
Enter the date of travel you are claiming kilometrage for
Enter a description of all locations being traveled to. If you are traveling to multiple locations, include the start and end location. You can use multiple lines to list all locations
for one date. Additional details can be attached.
Refer to expense procedure PR.529.FIN for additional information on various scenarios.
Enter the kilometers traveled from your primary work location to your destination or the total kilometres traveled if there are multiple locations which begin and end with your primary
work location.
Refer to expense procedure PR.529.FIN for additional information on various scenarios.
Use Google Maps.
Enter an “x” in the return box only if you are traveling from your primary work location to your destination and directly back to your primary work location. This will double the mileage
claimed on that date.
This field will automatically update
his field will automatically update
Signature of individual being reimbursed
Signature of authorizing person one level higher on the authorization form, i.e. Office Administrator for teachers (not department heads), Principal for Vice-Principal, Superintendent
for Principal.