Q: Where do I find the Electronic Mileage Reimbursement Form?
A: Visit http://www.artsiowa.com/orchestra-iowa-mileage-reimbursement/ and click on the link for the “Electronic Mileage Reimbursement Form”

Q: When do I fill out my mileage form?
A: Mileage forms can be filled out at any point from the first day of a concert set to the last day of a concert set.

Q: Am I eligible for mileage reimbursement?
A: Any one-way trip that is more than 20 miles is eligible for reimbursement. Reimbursement is paid for every mile over 20 each way. If you do not travel more than 20 miles each way, you do not need to fill out a form.

Q: What are the mileage rates?
A: For the 2021-2022 season, the rate for drivers is 28 cents per mile and the rate for passengers is 17.4 cents per mile.

0*Q: Is there a cap on the number of miles I can claim?*
A: Yes, every round trip is capped at 440 miles and every concert set is capped at 885 miles.

Q: What information is required for the form?
A: Every data field marked with an asterisk must be completed to submit the form. The lone exception is for trips two through eight. If you are only claiming one trip, the required fields for the other trips do not have to be completed.

Q: How are the miles calculated, and do I have to do that myself?
A: No, all you have to do is select a “FROM” location and a “TO” location from the drop down menus, and indicate whether it is a round-trip or one-way trip. Mileage is calculated using Google Maps, and 20 miles are subtracted from the total for each one-way trip.

Q: How is the Local Address different from the Home Address?
A: If your home address is outside the Cedar Rapids metro area, and you are staying overnight, please provide the address where you are staying. (Hotel, home stay, friends/family home, etc.) If we have a run-out concert during a set, your local address may be required to calculate your mileage to/from the run-out venue.

Q: What hotel information do you need on the form?
A: If you are traveling from out of town, staying overnight, and your housing accommodations were not provided by the orchestra (home stay), then you are eligible for the $40/night housing allowance. Provide the address under “Local Address” and type the number of nights under HOTEL INFORMATION. As soon as you enter a number in that field, two additional fields will appear. Enter your check-in/arrival date and your check-out/departure date in these fields.

Q: Why do you ask for Driver and Passenger names?
A: Knowing who rides with who helps us keep track of everyone, so we can ensure that everyone is paid the correct mileage rate. If you are driving, enter the names of your passengers in the appropriate field. If you are a passenger, enter the name of your driver in the appropriate field. If you are driving alone, you do not need to enter anything in either field.

Q: Can I still claim mileage, if I ride the orchestra-provided bus to a run-out venue?
A: You are eligible for passenger-rate mileage reimbursement but you DO NOT need to claim these bus trips on the mileage form. Every musician who rides the orchestra-provided bus will automatically receive passenger mileage for bus trips.

Q: How do I submit mileage for an educational MITS service?
A: Under CONCERT SET, select MITS. In the “FROM” field, select your home or local address. In the “TO” field, select MITS School. We calculate MITS mileage from your home/local address to the first school of the day, minus 20 miles. And again from the last school of the day back to your home/local address, minus 20 miles. MITS schools will most likely not be more than 20 miles apart on the same day but if they are, those trips will be calculated as well.

Q: What if I need to make a note of clarification or leave a comment for the personnel manager on the form?
A: At the very bottom of the form, after “TRIP EIGHT” there is a notes/comments field.

Q: What happens after I submit my electronic form?
A: After clicking “Submit,” you should see a confirmation page. A copy of your mileage submission will be automatically sent to the email you provide on the form.

Q: What if I need to make a change to my mileage form after I have already submitted it?
A: Send an email to the personnel manager (bcunningham@orchestraiowa.org) with any updates to an already submitted form.

For more A’s, send your Q’s to Blaine Cunningham at bcunningham@orchestraiowa.org.