Fuel and Mileage

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.

Menu option

This screen shows previous fuel and mileage entries including the claims they are linked to.

Fuel and mileage records

At the end of the week or month, create a new form, enter your vehicle’s end odometer reading and the date of the recording.

If you have more than 1 vehicle or mileage category you will be asked to select the details this relates to.

If you only have 1 vehicle and mileage category they will default automatically.

Record vehicle mileage

From the lower part of the screen select the mileage lines with relate to this period and the fuel receipts.

Add receipts and mileage lines

The system will then either calculate how much was spent on personal journeys by the claimant and produces a personal mileage claim line to be set against their other expenses.

Or, depending on your company policy will calculate the personal repayment based on the vehicle category at a fixed ppm.

Create personal mileage line

On exiting the screen either click on Save if there are more mileage lines to add or Click on Create a personal mileage line, this will either create the line on a new claim or you can select a claim at draft to add to.

The linked claim will then be displayed on the mileage form as a link to click through to the claim.

Link to claim

The personal line will be displayed as a standard claim line against the expense account with a negative value to be deducted from the claim.

Claim line view

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Vehicle Category

Vehicle categories denote the fuel type and engine size of the vehicle and are used to find the correct mileage

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