Introduction
When employees use their own vehicles for conveyance, they can claim the amount for reimbursement via mileage expenses. Mileage expenses capture the distance the employee has traveled and calculate the rate based on the set mileage rates.
Adding a new mileage rate
As an admin, you can set, and modify these rates as per your organization's functioning:
Navigate to your Admin Settings > Expenses > Mileage.
You can choose to set the rates by KM (Kilometers) or Miles.
To add a new mileage rate, click on the Add Mileage Rate button.
In the pop-up box that appears, enter the required details and click on the Add Rate button to finish.
If you wish to add an annual rate slab, toggle the option to Yes. The annual rate slab is a mileage rate that will apply once the total mileage rate has crossed a certain distance limit for that fiscal year. You will have to add some additional details to set the annual rate slab:
Slab Rate: rate that will be applicable once the distance limit is crossed.
Distance Limit: the distance you want to set the slab against.
Month and Day: the starting month and day for your organization's fiscal year. Once the details are filled in, click on Add Rate.
Enable and disable mileage rates
Once set, you can Enable, disable and delete mileage rates as per your requirement.
Once a rate is enabled, it will be visible to employees to select in their expense forms. Once Disabled, employees will no longer be able to view the rate.
To Enable a mileage rate, toggle it to Yes. To Disable the mileage rate, toggle it to No.
Configuring expense fields for mileage expenses
Expense fields capture various information about an expense. As an admin, you can control the details that need to be captured while creating mileage expenses.
There are default fields such as Cost Center, Date of Travel, Distance, Purpose, and Unit.
Under Milesage Expense Fields, click on the fields and modify their Display Name (the name visible on the expense form), Placeholder (filler text that is displayed), and if to Make the field mandatory (if this is a mandatory detail to be filled in).
Once you have filled in the details, click on Update Field to save the changes.
Restrict employees to specific mileage rates
You can enable restrictions to allow each employee to use different lists of mileage rates for their expenses. For example, you can restrict John to be able to use Rate A, B and C for his expenses, and Ginny to use Rate B, C and D for her expenses.
Enabling these restrictions ensures that each employee sees only the relevant mileage rates for them and improves their efficiency in correctly coding expenses.
You can enable or disable restrictions on allowed mileage rates for different employees using the Restrict employees to mileage rates toggle.
When enabled, you can select the allowed mileage rates for each employee from the Manage Employees page. While coding mileage expenses, each employee will only be able to choose mileage rates from the mileage rates allowed for them.
When disabled, each employee will be able to see all mileage rates from your organization while coding expenses.
Disable mileage feature
If you want to disable the Mileage feature altogether, click on the Disable button on the top right on the Mileage page.
Once mileage is disabled, the employees will no longer be able to create and claim mileage expenses.