When your work travel involves using a personal vehicle, ITILITE makes it incredibly simple to claim those mileage expenses accurately and efficiently. This guide will walk you through filing a mileage expense, ensuring you're reimbursed correctly for your business journeys.
Table of Contents
Step-by-Step Guide
Follow these steps to successfully file your mileage expense:
- Begin by navigating to the Expenses section from your ITILITE dashboard. Once there, click the Create Expense button, which is typically prominent on the expense dashboard, to start a new expense claim.
- In the expense creation screen, you'll see different expense types. Click the Mileage tab or selector to specify that you are filing a mileage-based expense. This will open the dedicated mileage expense form.
- First, select the appropriate Mileage Type from the dropdown menu. Your organization's admin configures these types (e.g., "Car - Sedan", "Two-Wheeler") along with their specific reimbursement rates. Next, enter your journey's starting point in the Start Location field.
- Proceed to enter your destination in the End Location field. As you input the locations, ITILITE will automatically display a map view of your driving route and calculate the total distance. You can also click Add Stop to include multiple intermediate locations or toggle Round Trip if your journey is a return trip between the same points, which will adjust the distance accordingly.
- Once the locations are entered and the mileage type is selected, ITILITE will automatically calculate the reimbursement amount based on the distance and your organization's configured rate. Review the calculated amount, the route on the map, and fill in any additional custom fields your company requires (like purpose of trip or Cost Centre). Finally, click Save Expense to add it to your draft expenses.
Pro-Tips & Guardrails
NOTE: Your organization's administrator configures the available Mileage Types, distance units (Miles or Kilometers), and the corresponding rates. Only active mileage types will appear in your dropdown menu, ensuring compliance with company policy.
PRO-TIP: The map view displayed during mileage expense creation serves as a visual receipt for your journey. ITILITE automatically calculates the distance and amount, saving you time and ensuring accuracy. Remember to include your mileage expense in an expense report and submit it for approval, just like any other expense.
Verification & FAQs
After successfully saving your mileage expense, you will typically see a confirmation message, such as an "Expense created successfully" toast notification. Your new mileage claim will also appear in your list of draft expenses, ready to be added to an expense report for submission.
A: The mileage amount is automatically calculated by ITILITE. It takes the total distance of your journey (in miles or kilometers, as configured by your admin) and multiplies it by the rate per unit distance associated with the Mileage Type you selected. You simply provide the locations, and ITILITE handles the math!
Q: Can I add multiple stops or make a round trip?
A: Absolutely! When filing a mileage expense, you can use the Add Stop option to include multiple intermediate locations in your route. If your trip is a simple out-and-back journey between the same start and end points, simply activate the Round Trip toggle, and ITILITE will adjust the distance calculation accordingly.
Q: What happens if mileage rates change after I've filed an expense?
A: New mileage expenses will always use the most current rates configured by your organization. However, any existing mileage expenses that you have already saved or submitted will retain the rate that was active at the time of their creation or last recalculation. If you edit a draft or sent-back report, the rates may be updated upon recalculation.
Q: Is the map view considered a valid receipt for mileage expenses?
A: Yes, the map route view displayed on the Mileage creation page is considered part of the supporting evidence for your claim. However, your organization may also require additional documentation, such as photos of odometer readings or toll receipts, through custom fields or required attachments. Always check your company's specific policy for full compliance.
Q: Do mileage expenses follow the same approval process as other expenses?
A: Yes, mileage expenses integrate seamlessly into the standard expense lifecycle. Once you save a mileage expense, it becomes a draft, which you then link to an expense report. This report, including your mileage claims, is then submitted for approval and processed according to your company's general expense policies and approval workflows.
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