ITILITE makes it simple for administrators to define and manage mileage reimbursement policies, ensuring employees are accurately compensated for using personal vehicles for business travel. By configuring mileage rates, you empower your team with clear guidelines and streamline the expense process.
Table of Contents
Step-by-Step Guide
Follow these steps to configure mileage rates in ITILITE:
- Navigate to Mileage Settings: From your ITILITE Admin dashboard, use the sidebar navigation to go to Organization, then select Settings, click on Expense, and finally choose Mileage(or search for Configure Mileage Rates). This section is where you'll manage all your organization's mileage configurations, including setting your preferred distance unit (Miles or Kilometers) for all calculations.
- Initiate Adding a Mileage Rate: On the Mileage settings page, you'll see a list of any existing mileage types. To add a new one, click the Add Mileage Rate button. This will open a configuration form where you can define the details for your new mileage type.
- Define the Mileage Type and Rate: In the configuration form, you have two options for setting up the mileage type:
- Select an Existing Mileage Type: Click the Select Mileage Type dropdown to choose from predefined options like "Two-Wheeler" or "Four-Wheeler." This is ideal if your policy aligns with existing categories.
- Or, Create a New Mileage Type: If the existing options don't fit your needs, you can add a custom type. Enter a descriptive name for your new mileage type (e.g., "Car - Sedan," "EV," "Company Vehicle") in the designated field.
- Once you've selected or created your mileage type, enter the Rate per Mile/Kilometer according to your company's policy (e.g., 0.5 for 0.5 dollars per mile).
After entering the rate, click the Add button to save this specific mileage rate configuration.
- Finalize and Confirm: After successfully adding your mileage type and rate, the system will process your input. You can then close the configuration form. The new mileage rate will appear in your list, ready for employees to select when filing mileage expenses.
Pro-Tips & Guardrails
NOTE: The distance unit (Miles or Kilometers) you select under Organization > Settings > Expense > Mileage applies universally across your organization for all mileage calculations. If you need to change this unit after initial setup, please reach out to support@ITILITE.com or your ITILITE account manager for assistance.
PRO-TIP: ITILITE allows you to create multiple mileage types with varying rates, giving you the flexibility to cater to different vehicle types, roles, or regions as per your company policy. You can also use the activation/deactivation feature to control which mileage types are currently available to employees. For even greater control, leverage custom fields and expense policies to add specific requirements or enforce limits on mileage expenses, just like any other expense category.
Verification & FAQs
Once you've successfully added or updated a mileage rate, you'll typically see a confirmation message (e.g., a toast notification) indicating that the mileage rate was saved. The newly configured mileage type and its associated rate will also appear in the mileage rates table on the Mileage settings page, confirming your changes.
A: Mileage Types are categories you define in ITILITE to distinguish between different kinds of vehicles or scenarios for mileage reimbursement. For example, you might have "Car - Sedan," "Two-Wheeler," or "EV" as distinct mileage types, each with its own specific reimbursement rate.
Q: Can I have different rates for different vehicle types?
A: Absolutely! ITILITE empowers you to create multiple mileage types, each with its own unique rate per distance unit. This flexibility allows you to align your reimbursement policy with varying vehicle costs or company guidelines, ensuring fair and accurate payouts.
Q: How are mileage expenses calculated in ITILITE?
A: When an employee files a mileage expense, they select a configured Mileage Type and enter their start and end locations. ITILITE automatically calculates the distance based on these locations and the organization's chosen distance unit (Miles or Kilometers), then multiplies it by the rate you've set for the selected mileage type to determine the reimbursable amount.
Q: Can I apply policies and approval flows to mileage expenses?
A: Yes, mileage expenses are treated as a first-class expense type in ITILITE. This means you can configure specific Expense Policies for mileage, such as setting caps or requiring additional documentation. Mileage expenses also seamlessly integrate into your existing Approval Flows, ensuring proper oversight and compliance.
Q: What if my company follows an external standard like the IRS mileage rate?
A: You can easily configure the "Rate per KM or Mile" for each of your mileage types to match any external standard, such as the IRS mileage rate in the US. This ensures your ITILITE setup remains compliant with industry or government guidelines.
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article