Workplace Safety

Employees required to wear safety toe (often referred to as steel or composite toe) shoes for work may be reimbursed by the EHS Office up to $150.00 per pair on an annual basis.

Any employee required to wear slip resistant footwear but not safety toe may be reimbursed by the EHS office up to $60.00 per pair on an annual basis. Common examples would be some members of the Dinning and Custodial Departments. 

Safety toe and slip resistant shoes must meet and be carry manufactures mark indicating  they meet the standards  the  described in the Middlebury College Personal Protective Equipment Policy under Foot Protection and Purchase of PPE in order to be eligible for reimbursement.

In order to receive reimbursement, employees must submit an Expense Report in Oracle, attaching a scanned copy of the receipt.  Receipt must contain information on the manufacturer and specific model of shoe purchased. See below for detailed instructions.

Accounts Payable will issue payment through direct deposit or by check, depending on the employee’s normal mode of reimbursement (which may be different from payroll).  The reimbursement should be received in approximately two weeks.

HOW TO SUBMIT AN EXPENSE REPORT IN ORACLE FOR SAFETY TOE OR SLIP RESISTANT SHOE REIMBURSEMENT

STEP 1: Log into Oracle.  If needed, visit the Middlebury Project Ensemble Resources for Oracle Finance page for instructions on how to log into the system: Oracle Finance page.

STEP 2: Click on the red Oracle icon from the Apps Panel.

STEP 3: Click on the green Expenses icon. Then click on the “+” sign to create an Expense Report.

STEP 4: Enter the Purpose: “Safety Shoe Reimbursement”.

STEP 5: Under Expense Item, click the “+” sign to add an Expense Item to the report.

STEP 6: Fill in the Expense Item page:

-          Type: Use arrow to select “Purchase – Supplies” from the drop down menu

-          Expense Location: Use arrow to select “United States” from the drop down menu

-          Amount: Enter the cost of safety shoes purchased, up to a $150 for safety toe and up to a maximum of $60 for slip resistant

-          Description: Type “Safety shoes”

-          Merchant: Enter the name of merchant where shoes were purchased from

-          Account Number (EDORDA): 314-3002-53004-10-000000-12920-000-0

-          Click on the “+” sign next to Attachments (upper right corner of screen) to attach a receipt to the Expense Item - Receipt MUST include itemization of product purchased. 

• Click “Browse” and open file containing scanned sales receipt (Must contain manufacturer and model of shoe purchased)
• Click “OK”

-          Click “Close” in the upper right corner to save and return to the Expense Report

STEP 7: Check the box under the expense amount to indicate, “I have read and accept the corporate travel and expense policies.”

STEP 8: Click “Submit” in the upper right corner, which will send the Expense Report to Business Services for approval.

NOTE:

For additional assistance and screenshots of Expense Report creation, visit: https://www.gmhec.org/finance/finance-knowledge-base/

Yes, employees that work outside may be approved by their supervisor and EHS to receive a second $150 reimbursement for a winter safe toed boot in addition to a $150 reimbursement for a warm weather safety shoe, on an annual basis.

Middlebury College has established a shoe voucher program partnership with local vendors. When presented with an eligible voucher and matching campus identification card these vendors will invoice EHS directly for the reimbursable portion of the safety shoe program (Up to $150 annually for safety toe and up to $60 annually for slip resistant shoes). 

The voucher program is available for any of the Lenny Shoe and Apparel locations in northern and central Vermont, Sensible Shoes in Rutland, Vermont, and Super Shoes locations in Vermont, New York and beyond. 

Simply request a voucher from your supervisor or directly from the EHS department. Bring the hardcopy of the voucher with you when you purchase your shoes, present the voucher and campus ID to the vendor and you are done. Please note the employee will be responsible to pay for the balance of any purchase beyond the listed annual maximum and the voucher is good for applicable shoe purchases only.