Create Mileage Expense

Select the Expense Report

Navigate to the Expense Reports section and click on the expense report you want to create a Mileage Expense for.

Add New Expense

After selecting the report, the navigation bar will display all available options for the selected expense report, including Add New Expense.

Click on the Add New Expense option, and the New Expense window will open for the selected Expense Report.

Mileage Category

Set the Category to a Mileage category. The expense form will update to display the details that must be filled in for the corresponding Mileage Expense.

Fill in Mileage Expense Details

The Mileage Expense details include:

Date Incurred: Enter the date the expense occurred.
Category: Select the Mileage Category from the drop-down list. If it’s not available, contact your administrator.
Mileage for Business Use: This will be pre-filled.
Payment Type: This will default to the pre-selected employee paid type, but can be changed.
GL Code: Enter or select the GL (General Ledger) Code. The GL Codes may already be preselected depending on the category or previous selections. GL Codes must be set up before creating expenses. If missing, you’ll see an error. Contact your administrator to configure the GL settings.

Reason for Trip: Describe the purpose of the trip.
Personal Expense: Check this box if the expense is a personal expense. Personal Expenses will not be reimbursed.
Include Map: Check this box if you are attaching a map screenshot from the Add Route feature. If unchecked, you will need to explain why it was not included.
Destination Points: Enter the To and From locations for your trip.
Notes: Enter additional information about the expense.
Reimbursement per mile/km driven: This is preset and is not editable. This rate is multiplied by the distance driven to calculate your reimbursement total. Contact your administrator if the rate needs to be updated.
Currency: Your Default currency will be pre-selected, but can be changed if the expense is in another currency.
Exchange: Shows the exchange rate if the expense was in a different currency. The rate of exchange for the selected currency will be displayed as per the http://XE.com license.
Taxes: Select the applicable taxes according to the receipt. Multiple options can be selected.
Receipt Total: Usually disabled for mileage expenses by default as it is redundant.
Reimbursement Total: Shows the total reimbursable amount. The receipt total and the reimbursement total can be different in select cases.
Total Distance Driven (Please use Route): Enter the distance travelled. The easiest way to do so is to use the Route Calculator by clicking the Add Route tab from the upper menu.

Important! If any information from the Total Distance Driven field to the Reimbursement Total field is modified, all related fields will also change.

Route Calculator

Click Add Route to open the calculator. Enter the To and From locations. The tool calculates mileage and captures a map screenshot to attach as a “receipt” confirmation.

You can add multiple stops and toggle between kilometres and miles. The Round Trip checkbox will automatically double your mileage.

Mileage Calculator

Click the calculator icon on the right side of the menu to use the Mileage Calculator.

The Mileage Calculator allows you to split the mileage into Business and Personal Mileage as necessary, so that you can claim only the business-related mileage.

Finalizing the Mileage Expense

Once all the required information has been entered, click the Save button from the upper menu of the window.

Comments can also be added to the expense by clicking on the Comments button. Comments are automatically saved and help provide more details.

Navigating Expense Options

After saving your first expense, the navigation menu will update to show additional actions for managing your expenses. You can also access this menu from the Expense Manager by selecting any expense belonging to an expense report.