In this article, we will provide a comprehensive guide on how to submit mileage expenses, offering step-by-step instructions to help employees navigate the process smoothly.
Once you log in, you'll be directed to the dashboard, where you'll find various menu options. On this screen, please select "Reimbursements" to proceed.
To create a new expense, click the "+Create" button located in the top right corner of the screen.
On the creation screen, first, select the relevant assignment, then choose "Mileage" as the expense type.
To create a mileage expense, begin by selecting the appropriate vehicle and specifying the vehicle type.
Note: For detailed instructions on adding or deleting a vehicle, please refer to the provided links.
Next, select the "Find Mileage" option located under the "Number of Miles" field. This will open a popup window where you can enter the relevant postcodes.
In the popup, you'll see the following fields:
Origin: Enter the postcode of the starting location.
Destination: Enter the postcode of the destination.
Round Trip: Select this option if the journey includes a return along the same route.
Please enter the postcodes to calculate the number of miles. You can adjust the number of trips and indicate if the journey was a round trip. Once done, click "Apply" to confirm.
If you have a receipt, please select the "I Have a Mileage Receipt" checkbox. Below are additional fields you can fill in:
Additional Passengers: Enter the number of passengers on the trip.
Receipt Date: Specify the date of travel as shown on the mileage receipt.
Receipt Reference: Enter the receipt number.
Click "Add" to include just one line item. To save this line item and create another line item, click "+Add Next".
Attachment Details:
To upload your receipt attachment, click "Select Files" or simply drag and drop the file into the designated area.
If you wish to remove a selected file, click "Remove."
Once you have completed all the details, click the "Save" button to save your information and submit it at a later time. If you wish to submit the reimbursement immediately, click "Submit."
If you click "submit", the following pop-up box should appear on the screen.
Please click "Finalise" to submit the expense. You can click "Cancel" to make changes.
To Add Vehicle:
To add vehicles, please click on the "Manage Vehicles" option below the vehicle dropdown in the expense screen.
A subsection will appear where you can enter the vehicle details. Please provide the registration number and vehicle type, then click the "+Add Vehicle" button to save the information.
To Delete Vehicle:
To delete a vehicle, click on the "Manage Vehicles" option located below the vehicle dropdown in the expense screen.
A subsection will appear, displaying a list of all vehicle details. To delete a vehicle, click the red trash bin icon next to the specific vehicle.
💡Need more help? Please reach out to our support team 😊