Account Administrators can add custom personal car mileage rates from the Rates section in the Admin area for users' personal car mileage expenses.
To add a new 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 New Mileage Rate button.
4. On the Details tab, enter the relevant details for the new mileage rate.
Rate Name - the name your users will see when selecting the mileage rate on their expense.
Reference (optional) - add a reference/code if you want to map this mileage rate to your accounting package.
Rate (per mile) - set the rate that the user can claim per mile on their personal car mileage expenses.
Min Annual Mileage (optional) - set a minimum annual distance limit that applies to the mileage rate.
Max Annual Mileage (optional) - set a 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 the mileage 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 the mileage rate.
Note: To calculate the VAT on 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 Create.