Attachment B - FDOT Official Highway Mileage.pdf

FDOT *NEW* OFFICIAL HIGHWAY MILEAGE VIEWER

EFFECTIVE MAY 1, 2024

HTTPS://FDOT.MAPS.ARCGIS.COM/APPS/WEBAPPVIEWER/INDEX.HTML?ID=FCB8B493D1C84F909F94A8EBFAFBB317

FDOT DRIVING TIME AND

TIME UNSPECIFIED

You will need to ensure the Driving Time and Time Unspecified are selected when calculating for proper mileage documentation.

Having it set to anything other than Driving Time and Time Unspecified may produce a different map mileage result, which in turn could cause a rejection as our auditors will only be using Driving Time and Time Unspecified in their audit reviews.

Having it set to both Driving Time and Time Unspecified should present more set mileage results and reduce the fluctuations that you might see in GoogleMaps based on the time of day you are searching between the two addresses.

CITY TO CITY

CURRENT

PROCESS

Currently, when completing a mileage log or expense line items in STMS, the minimum requirement is to provide the street name and city.

Then you use the current FDOT site to input in the two cities to see what the Map Mileage is between the city listed in the Point of Origin to the city listed in the Destination.

Based on the example provided below, the travel took place between the city of Tallahassee and the city of Crawfordville.

FDOT shows that it is 20 Map Miles between the two cities.

Based on the odometer readings on the mileage log, the trip took 22 miles to drive. So, the 20 miles that FDOT shows between the two cities goes into Map and the remaining 2 miles that were driven goes into Vicinity.

The traveler is still claiming the full 22 miles driven, but those miles are now properly split between Map and Vicinity.

CITY TO CITY

NEW PROCESS

When completing a mileage log or expense line items in STMS, you will now be required to provide full address to address.

Then you will use the new FDOT site to plug in the two full addresses to see what the Map Mileage is between the full address listed in the Point of Origin to the full address listed in the Destination.

Based on the example provided, the travel took place between 2415 N. Monroe St. Tallahassee, FL 32303 and 35 Mike Stewart Dr. Crawfordville, FL 32327.

FDOT shows that it is 19.60 miles between the two addresses.

Based on the odometer readings on the mileage log, the trip took 22 miles to drive.

So, the 19.60 miles that FDOT shows between the two addresses goes into Map and the remaining

2.40 miles that were driven goes into Vicinity. The traveler is still claiming the full 22 miles driven, but those miles are now properly split between Map and Vicinity.

11/6/2024

SAME CITY TRAVEL

Current Process

When travel takes place from City A to City A, those miles are automatically placed in Vicinity because the traveler never left that city to complete their trip.

New Process

Since we are shifting our focus to think more in terms of address to address, rather than city to city those miles also now go into Map with this new process.

CURRENT

NEW

SHORTEST

DISTANCE RULE

Travelers are still required to claim the shortest distance as a benefit to the state when traveling directly to/from home.

* Travel to/from home is a benefit to the state (this means you are attesting that your home address is the shortest distance as a benefit to the state)

**Not Actual Mileage. The claim is to/from HQ as it is a benefit to the state. The mileage claimed is less than what the odometer reading supports.

***Travel took place 1+ business hours outside or normally scheduled business hours

The shortest distance rule and that process is not changing.

The only thing that is changing is FDOT will be the only search engine used to determine the miles permitted to be claimed and how the miles will be documented between map and vicinity.

SHORTEST DISTANCE RULE - CURRENT PROCESS

Currently, when calculating for the shortest distance rule, we must use FDOT along with a secondary search engine such as GoogleMaps, MapQuest, etc. to determine the mileage that is permitted to be claimed when traveling directly to/from home.

With this new FDOT Official Highway Mileage

Viewer, we are eliminating the need for a secondary search engine since it functions like GoogleMaps and allows for full address to address search.

Work Home

SHORTEST DISTANCE RULE - CURRENT PROCESS - CONTINUED

As you can see by the provided screenshots, I physically traveled between my home at 35 Mike

Stewart Dr. in Crawfordville, FL and 2525 S. Monroe

St. in Tallahassee, FL.

My odometer readings show that I drove 20 miles in each direction.

However, I did not travel 1+ hours outside of normally scheduled business hours (8am-5pm Mon-

Fri), so I cannot apply ***. Therefore, I can only apply

* or **.

To determine which of the two home travel notations I am to apply, I must first use a search engine, such as GoogleMaps, to compare the distance from my HQ (2415 N. Monroe St. in Tallahassee, FL) to my worksite location (2525 S. Monroe St. in

Tallahassee, FL) vs. my Home (35 Mike Stewart Dr. in

Crawfordville) to my worksite location (2525 S.

Monroe St. in Tallahassee).

The screenshots provided are from GoogleMaps in which I am comparing my work address (2415 N

Monroe St) to my worksite location (2525 S Monroe

St) and my home address (35 Mike Stewart Dr.) to my worksite location (2525 S Monroe St).

The provided results show that the shortest distance from my office is 4.6 miles (rounded up to 5) while the shortest distance from my home is 15.4 miles

(rounded down to 15).

This means my HQ is the shortest distance at 5 miles.

When I am documenting my mileage for home travel on my mileage log, I am not altering my odometer readings, I am still showing that I drove 20 miles.

I am also not altering my Actual Point of Origin or

Point of Destination; I am still showing that I traveled to/from home.

All I am doing is putting the appropriate ** in the shortest distance notation column and claiming the 5 miles that is permitted to be claimed.

Now, I must use FDOT to determine where that 5 miles that I am permitted to claim goes, does it go into Map, Vicinity, or a combination of both.

Since I physically traveled between the city of

Crawfordville and the city of Tallahassee, those are the two cities that I put into FDOT.

FDOT shows that it is 20 Map miles between

Tallahassee and Crawfordville, so the 5 miles that I am permitted to claim as a benefit to the state all goes into Map.

SHORTEST DISTANCE RULE-

NEW PROCESS

Since the new FDOT site functions like

GoogleMaps, there is no need to use a secondary search engine. We are now able to use FDOT’s site to calculate the mileage that is permitted to be claimed for home travel.

SHORTEST DISTANCE RULE –

NEW PROCESS - CONTINUED

As you can see by the provided screenshots, I physically traveled between my home at 35 Mike Stewart Dr. in Crawfordville, FL and 2525 S. Monroe St. in Tallahassee, FL. My odometer readings show that I drove 20 miles in each direction. However, I did not travel 1+ hours outside of normally scheduled business hours (8am-5pm Mon-Fri), so I cannot apply ***. Therefore, I can only apply * or **.

To determine which of the two home travel notations I am to apply, I must now use FDOT’s site to compare the distance from my HQ (2415 N.

Monroe St. in Tallahassee, FL) to my worksite location (2525 S. Monroe St. in Tallahassee, FL) vs. my Home (35 Mike Stewart Dr. in Crawfordville) to my worksite location (2525 S. Monroe St. in Tallahassee).

The screenshots provided are from FDOT in which I am comparing my work address (2415 N Monroe St) to my worksite location (2525 S Monroe St) and my home address (35 Mike Stewart Dr) to my worksite location (2525 S Monroe St). The provided results show that the shortest distance from my office is 4.44 miles while the shortest distance from my home is 15.34 miles. This means my HQ is the shortest distance at 4.44 miles.

When I am documenting my mileage for home travel on my mileage log, I am not altering my odometer readings, I am still showing that I drove 20 miles. I am also not altering my Actual Point of Origin or Point of Destination; I am still showing that I traveled to/from home. All I am doing is putting the appropriate ** in the shortest distance notation column and claiming the 4.44 miles that is permitted to be claimed.

11/6/2024

SUMMARY OF

CHANGES

All trip details (Point of Origin and Destination) will now require full street addresses.

Vicinity miles will drastically reduce because all or most mileage will be going into Map.

We will no longer need to use multiple search engines to complete mileage as this will be the only search engine used to audit mileage.

We will now have decimals in our mileage claims making for more accurate mileage reporting.

BENEFITS CHANGES

Eliminating the need to use more than one search engine to complete the mileage log.

There are no limitations to the cities that are listed in the site. Since it functions more like GoogleMaps, you can include addresses outside of Florida.

More accurate mileage reporting since we can now use full addresses in one site.

With the usage of Driving Time and Time Unspecified, the mileage results should not fluctuate no matter when the search takes place, unlike GoogleMaps.

Currently, our 4th most common cause for rejections is the split between Map and Vicinity. Rejections for this issue should be decreased with less dividing between the Map and Vicinity.

KEY NOTES

Remember when calculating for Map miles, you can have less mileage in your Map column than what FDOT supports on the Official Highway Mileage Viewer, but you can never have more mileage than what FDOT supports on the Official Highway Mileage Viewer.

You are only going to apply home travel notations (*, **, or ***) when traveling directly to/from home. If you did not travel directly to/from home, then you do not need to apply home travel notations to that trip.

When traveling directly to/from home and the trip qualifies for * or ***, the traveler is claiming the full mileage that is supported by their odometer readings. The only time the mileage is reduced is if ** must be applied.

CONTACT US

If you have any questions or need any assistance, please reach out to the STMS Admin via email

HQW. STMS.Administrator@myflfamilies.com mailto:HQW.STMS.Administrator@myflfamilies.com?subject=FDOT's%20New%20Official%20Highway%20Mileage%20Viewer%20Question