Account Administrators can edit personal car mileage rates that users select on their personal car mileage expenses from the Rates section in the Admin area.
Note: You cannot edit or change the rate in the Rate (per mile) field for an existing personal car mileage rate, all the other details of the mileage rate can be changed. If the rate needs to be changed, you'll need to delete any rates that are no longer required and add a new mileage rate.
To edit an existing mileage rate, follow the steps below:
1. Click the Account Name > Admin.
2. In the Rates section, click the Mileage and Fuel Rates subheading.
3. Click the Edit icon next to the mileage rate.
Note: You can also click the three dots icon and select Edit from the drop-down.
4. On the Details tab, edit the relevant details for the available options in the existing mileage rate.
Rate Name - adjust the name your users will see when selecting the mileage rate on their expense.
Reference (optional) - edit or add a reference/code if you want to map this mileage rate to your accounting package.
Min Annual Mileage (optional) - edit or set the minimum annual distance limit that applies to the mileage rate.
Max Annual Mileage (optional) - edit or set the maximum annual distance limit that applies to the mileage rate.
Note: When setting a minimum and maximum limit you must ensure your mileage rates are sequential and do not overlap.
Exclude from Cumulative Mileage - any mileage assigned to this rate will be excluded from cumulative mileage reports and will not count towards any (mileage rate) distance limits. If left unticked, the system will check the distance limits based on all mileage assigned to the current and lower band rates, based on the ordering of the minimum distance field.
Note: Enable this setting if you use passenger rates and would like to exclude any mileage assigned to the passenger rate from users' cumulative mileage.
Exclude from Carbon Reporting (Enterprise customers only) - any mileage assigned to the mileage rate will be excluded from carbon reporting reports.
Calculate VAT - enable this setting if you'd like to claim back the VAT on your users' mileage expenses against this rate.
Note: To calculate the VAT on the mileage expenses, you'll also have to populate the vehicle details section with the appropriate VAT rates for your fuel rates.
5. On the Visibility tab, select which departments, user groups or users can select this mileage rate on their personal car mileage expenses.
6. Click Update.