Feature Notes : Submit a mileage expense claim

Overview:

In the expense management section, users can submit travel expenses for reimbursement claim.

Users are able to enter the distance they traveled in terms of mileage, and the system would automatically convert it into a financial equivalent.

By utilizing the Mileage Expense Type feature, the payroll team can have increased confidence in the accuracy of expense calculations. The feature automates the conversion of raw mileage data into a financial equivalent by applying a predetermined rate per mile. This eliminates the need for manual calculations and reduces the chances of errors in expense claims.

Additionally, the feature provides benefits to employees as well. It simplifies the expense submission process by allowing them to input raw mileage data, and the system automatically converts it into the corresponding reimbursement amount. This saves employees from having to manually calculate their mileage expenses and ensures that they are accurately reimbursed for their travel.

How to set up?

I. Configure tax year by going to Management > Settings > Company Settings > Workflows.

II. Go to Management > Settings > Expense Types to setup the Mileage expense type.

You can enable "Calculated" to automatically calculate the amount based on the quantity and the set amount applicable per given range. If not selected, only the amount must be supplied.

Note: Tax year is set that defaults to April 6 as the beginning of the tax year which is the annual date for the beginning of the UK tax year. Claims accumulate over the tax year.

How it works?

1. Web Portal - Go to My Profile > Expenses > Submit Expense Request
   For instance, if a user travels 100 miles, the system would convert this distance into a monetary value based on a predetermined rate, such as $0.45 per mile. Therefore, the system would automatically calculate that the user incurred a travel cost of $45 (i.e., 100 miles x $0.45 per mile).
   
   
   
   
2. Mobile app v4.13 - refer to this link.
   
   

Notes:

• Changes to the mileage table does not affect approved claims.
• Employees with no access to '"View own employee expenses" should not be able to lodge an expense claim/request.
• This permission is to be enforced on the mobile app