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Create and submit mileage reimbursement claims

Updated

Available for the following plan: Free, Standard, Premium, Platinum
Available for the following user access levels: Employee, Manager, Admin

This guide covers the end-to-end process for handling mileage and travel reimbursements, from initial category setup by an Admin to submission and approval.

Flat rate claims only

Mileage claims in Employment Hero are submitted as a flat dollar amount. The system does not calculate reimbursements on a per-kilometre basis, including the CRA per-km allowance rates. If your organisation reimburses per kilometre, the calculation must be done outside Employment Hero, and the employee enters the final total as the claim amount.

Admin Setup: Configure Mileage Categories

Before employees can submit mileage claims, an Admin must create the appropriate category in the payroll settings.

Step 1: Create a mileage reimbursement expense category

Admin Task

A user with Admin permissions must complete this step in the payroll platform.

  1. Click on Settings.
  2. In the Payroll section, click on Expense Categories.
  3. Click the + Create expense category button.
  4. Enter the following details:
    • Expense category name: Mileage Reimbursement
    • External ID: (Optional)
  5. Click Submit.

User Workflow: Submission & Approval

Once the category is active, employees can submit their claims for review by a Manager or Admin.

Step 2: Employee creates a mileage expense claim

Employee Task

The Employee incurring the expense must complete this step in Employment Hero.

  1. In Employment Hero, click on Pay.
  2. Click on Expenses.
  3. Click Create Expense Claim (or Get Started if it's your first time).
  4. Upload Receipt: JPG, PNG, or PDF (Max 10MB). Tip: Use a clear photo for auto-filling details.
  5. Date: Enter the date the travel occurred.
  6. Category: Select Mileage Reimbursement from the dropdown.
  7. Cost Centre: Select the appropriate department or project code.
  8. Supplier: Enter the merchant (e.g., Shell) or "Personal Vehicle".
  9. Amount Paid: Enter the total reimbursement amount in CAD. If your organisation uses a per-km rate, calculate the total first (e.g. kilometres driven × your organisation's rate) and enter the result here. Employment Hero does not calculate distance or apply per-km rates.
  10. Tax: Break out the GST/HST/QST amount as per your records.
  11. Review for accuracy and click Submit.
Step 3: Approve or manage mileage claims

Admin/Manager Task

A user with Admin or Manager access must complete this in the Expense Management hub.

  1. Go to Pay > Expense Management.
  2. Locate the specific claim and click Actions.
  3. Select View/Edit, Approve, Decline, or Delete.
How to view all mileage requests 
  1. Navigate to Pay >  Expense Management.
  2. Click on the Filters > Expense Category > Mileage.
  3. Click Apply. 
  4. You'll see all expense claims related to mileage requests.
Does Employment Hero calculate mileage using CRA per-km rates?

No. Employment Hero supports flat rate mileage claims only. It doesn't record kilometres travelled or apply CRA (or any other) per-kilometre rates. Any per-km calculations, logbooks or supporting records should be kept outside the system, and the calculated total entered as the claim amount.

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