When employees use their own vehicles for conveyance, the expense can be claimed under Mileage.
The mileage section is available in the Organization Settings > Expenses > Mileage. You can set a per mile/km charge for a vehicle type and click on the "Add Rate" button.
You can also design a policy around this.
Updating an existing Mileage Rate
In the same tab, click on the mileage rate you want to change.
Enter the new mileage rate in the box as shown below. Click on 'Update Mileage Rate'
The Mileage Rate is updated. (as shown below)
Assigning specific mileage rates for employees
By default, only 1 mileage rate (IRS Rate) will be visible for users, and they can select the applicable mileage rate that they want to claim.
As an admin, you can determine what combination of mileage rates is visible to the employee. You also have the option to assign one default mileage rate to the employee as well. To enforce this, you can make use of the bulk upload form from the Employees page and upload the form using the Bulk Add/Edit option.
From an employee's perspective, they will view the assigned mileage rates as shown below:
Only 1 mileage rate assigned to an employee
Some mileage rates assigned to an employee
On Mobile App, the Mileage rates are as shown below:
Updating the mileage rates
You can edit the mileage rate details by clicking on the mileage rate.
If the mileage rate does not apply to your organization, you can disable the mileage rate.
The disabled mileage rate won't be shown on the expense form for new mileage expenses.
If you disable all mileage rates from the Mileage Settings page, the mileage feature will be disabled for your organization. Your employees can't create any new mileage expenses.
Feel free to contact our support team at [email protected] for any further information.