Expense & mileage settings

Vehicle Category

Vehicle categories denote the fuel type and engine size of the vehicle and are used to find the correct mileage rate to re-imburse the claimant. There are already categories set up on the system for Petrol, Diesel and LPG cars,

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Personal mileage set up

From the mileage rates screen there is an additional field to add in the reclaim rate for personal miles deducted from an odometer claim. Any miles calculated as personal will generate a separate negative claim line based on the rate

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Mileage policy

Mileage policies or rates are assigned to claimants so that they are correctly reimbursed. For example private and company vehicle rates may need to be split on the same date range to differentiate between rates. Click on expenses within administration

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Mileage date range

A mileage date range is also required to be added to the system in order for claimants to claim on mileage, without a date range the system will not know to use the specific rates you have set up. To

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Fuel card / expense mileage entry

This category is designed to calculate expenses based on fuel cards and the claimants own mileage expenses. To get started click on create a new claim and select the mileage category. Add a receipt, click the pencil icon so that the

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Fuel and Mileage

Claimants enter mileage lines and upload fuel receipts in the usual way, then at the required time can use the Fuel and Mileage option from the side menu to record travel details for that vehicle and mileage category. This screen

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Creating a claim type

On the sidebar, click Administration. Then click Expenses. Then click Claim types. That will take you to this page, to add a new claim type click Add new Fill in the relevant information for the expense type, once you are happy click Save to save the

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Claim Category – Mileage claim

Postcode entry mileage On selecting the mileage category that is relevant to your expense. Mileage will be calculated by a rate that is pre-defined in the system. This can be based on whether the car is private, company owned, petrol,

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Claim Category – Hourly Rate

By selecting a category type for hourly rates from claim entry the screen below will be displayed. For the date the hours were worked enter the number of hours and minutes worked. The hourly rate will be displayed below, use

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Claim Category – Entertainment claim

Expense categories dealing with the entertaining, either staff or customers require the names of all people present to be added to the category details. This way the correct VAT can be reclaimed and the correct details are stored for HMRCs

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