When setting up your Expense Policy, you can configure policy rules for mileage expenses. To do this, click the Mileage tab when creating or editing your policy.
Each policy rule can be configured using one of the following options:
Off - The rule is not applied.
Block - Users cannot submit the expense until the issue is resolved.
Warn - A warning message is displayed. If the expense information is correct, the user can click Continue to submit the expense. Otherwise, they can click Cancel to go back and update the expense.
Report - No warning is shown to the submitter, but the issue is visible to Approvers and Finance users.
Note: We recommend only using a Block rule when exceptions to the policy cannot occur.
We recommend implementing the following mileage policy rules as best practice:
Mileage distance tolerance - If the 'Google Maps distance calculation' setting is enabled in your Additional Settings, this rule allows users to adjust the Google Maps calculated distance up to a specified percentage tolerance. If the tolerance is exceeded, the policy rule will be enforced.
Postcode locations - This rule checks that the postcodes entered by the user are valid using Google Maps. Setting this rule to 'Warn' is an effective way to ensure users check their postcodes before submitting expenses.
For more information about a policy rule, hover over the red question mark icon.