This guide explains how ITILITE handles IRS standard mileage rates for expense reimbursements and how administrators can manage these settings. You'll learn how mileage is calculated, how to configure custom rates, and how to leverage multi-stop features.
Table of Contents
Interactive Guide
Follow these steps:
- From the sidebar, navigate to Organization > Settings > Expense, then select Mileage to access the mileage rate configurations.
- To add a new mileage rate, click the Add Mileage Rate button. Then, open the dropdown menu to select a Mileage type.
- If no existing Mileage type suits your needs, you can create a new one. Enter 'IRS Standard Mileage' as the name for your new Mileage type.
- Click Add to save the new Mileage type. Once saved, select 'IRS Standard Mileage' from the dropdown list.
- Confirm 'IRS Standard Mileage' is selected in the dropdown, then click Add to finalize the rate configuration.
- The IRS Standard Mileage rate is now successfully selected and saved for your organization.
Pro-Tips & Guardrails
NOTE: IRS standard mileage rates are pre-configured by default for US customers. You can always review or override these rates with custom configurations.
PRO-TIP: ITILITE automatically updates the IRS standard mileage rates when the IRS makes changes, so you don't need to manually adjust them unless you wish to set a different company-specific rate.
PRO-TIP: Mileage expenses support multi-stop locations and custom fields, allowing you to capture detailed information like vehicle type or project codes.
Verification & FAQs
After configuring, verify the mileage rates are correctly displayed in the Mileage Rates table within your Expense settings.
A: Users enter their start, stop, and any intermediate locations. ITILITE's system calculates the distance and applies the active mileage rate (either the IRS standard rate or a custom rate configured by your admin) to determine the reimbursable amount.
Q: Are IRS standard mileage rates automatically applied?
A: Yes, for US customers, ITILITE pre-loads and applies IRS-compliant standard mileage rates by default. Admins can choose to override these with custom rates if needed.
Q: Can I configure custom mileage rates instead of using IRS rates?
A: Absolutely! As an admin, you can define and configure custom mileage rates in the Mileage section under Settings. These custom rates will then be used for reimbursements instead of the default IRS rates.
Q: Does ITILITE support multi-stop mileage entries?
A: Yes, users can enter multiple locations for a single mileage expense, allowing for accurate calculation of total distance traveled across several stops within a day.
Q: Can I add custom fields to mileage expenses?
A: Yes, just like other expense categories, mileage expenses can be configured with custom fields (e.g., for project codes, vehicle types, or specific purposes) to gather additional necessary information.
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