Making the following Admin updates will enable you to capture carbon data on available expenses, and generate the CO2 emissions information for reporting.
Categories
If you don't have the necessary categories for carbon reporting, you might need to create new ones. For guidance on setting up new categories, please refer to our Add your categories Help Article.
Follow the below steps to update existing Categories to enable carbon reporting for your users' expenses:
1. Click the Account Name > Admin.
2. In the Account Setup section, click the Categories subheading.
3. Find your existing categories for Flights, Trains, Road Travel, Hotels, and Mileage. You can use the Filter options available to help locate your categories.
4. Click the Edit icon on the right-hand side of the chosen category.
Note: You can also click the three dots icon and select Edit from the drop-down.
5. Click the Carbon Category field and select the correct option from the drop-down.
E.g. If you have a category called Train Fares and you wish to include this in carbon reporting, you would select the 'Train' carbon category.
Note:
If the Require Attendee Details setting is ticked for a hotel, flight or road travel carbon category, the carbon amount will be multiplied by the number of attendees entered on the expense.
The total carbon amount for all attendees will be recorded against the user claiming the expense.
The user will need to include their name in the attendee details field on their expense to ensure the carbon is multiplied correctly.
6. Click Update and the Category will now be assigned to a Carbon Category and show a green globe icon.
7. Repeat steps 4-6 for each category as required.
If you wish to generate carbon data for each type of carbon category available, you'll need to update at least five categories and assign them to the relevant carbon category.
Mileage and Fuel Rates
To enable carbon data generation for mileage expenses, additional Admin updates are necessary. Follow the steps below to set up your mileage and fuel rates for carbon reporting:
Fuel Rates Table
Note:
Fuel Rates with the Fuel Type set to "Any" will not produce any carbon data.
The combination of LPG (Fuel Type) and Small (Vehicle Type) will not generate any carbon data as the government data has an explicit omission for this combination.
1. In the Admin area, click the Rates heading, then click Mileage and Fuel Rates.
2. The fuel rates are listed in the bottom table of this section. Find the fuel rate you want to include in carbon reporting and click the Edit icon next to it.
Note: You can also click the three dots icon and select Edit from the drop-down.
3. Choose a suitable Vehicle Type from the dropdown; the available options are Small, Medium, and Large.
4. Click Update.
5. Repeat Steps 2-4 for each fuel rate, ensuring each one is assigned a vehicle type.
Mileage Rates Table
Remaining in the Mileage and Fuel Rates section, the mileage rates are listed in the top table of this section.
It's recommended to exclude "Passenger" only mileage rates from carbon reporting to prevent duplicates in carbon calculations. To exclude a mileage rate from carbon reporting, complete the following steps:
1. Find the mileage rate you intend to exclude from carbon reporting and click the Edit icon next to it.
Note: You can also click the three dots icon and select Edit from the drop-down.
2. Tick the box next to 'Exclude from Carbon Reporting'.
3. Click Update.
