To add mileage expenses to an expense report, you must first add the mileage rates to the company/account. You can then set which submitters can use which rates.
For example, you can set up multiple mileage rates and only allow junior staff to use the basic rates, directors/company owners to use higher rates and car-sharing groups use a different rate.
Setting Mileage Rates
To set up the rates, go to the Manage Lists section on the home page and select the Mileage tab.
To manually add a rate, click on Add a Mileage Rate and enter the name of the rate and the value per Mile/KM (if pennies/cents only, you need to enter the value as 0.xx).
You can also upload a list of rates in a .csv file if you have it by clicking on the Upload list of Mileage Rates button. There is a template .csv file there that you can use also if needed.
Once your rates are added you can select miles or KMs and whether the rates are visible or not, along with a trash can icon to the right to delete a rate if not required.
Adding Mileage Rates to a Submitter
Once the rates are added, you can go to the user settings of the submitters and select which rate that submitter is allowed to use. If you select multiple rates per user, as they add a mileage expense they receive a drop-down menu that they select the relevant rate from.
With each user in AutoEntry, you can choose which mileage rates set up on the account, they can use and choose from. You can allow submitters to use multiple rates depending on their requirements if needed too.
First, go to the All People page, click on Edit to the left of the submitter's name and select the Settings tab.
In the section for Allowed Mileage Rates, simply check the box for the rates this submitter is allowed to use. All changes to these settings are saved automatically once selected.
Afterwards, when the submitter is adding a mileage expense, they will then have a drop-down menu of the rates they can choose from to apply to the expense.
See here for more guides on Expenses from our Help Center.
Apr 27, 2023, 07:00 AM