Available for the following plans: Employment Plus, Employment Unlimited
Available for the following plans: Standard, Premium, Platinum
Available for the following user access levels: Employee, Manager, Admin
To add a reimbursement for travel time, follow the below steps. This will be added as an employee expense type, then the account admin can approve or decline the claim.
This article explains how to:
- Step 1: An admin user creates a mileage reimbursement expense category
- Step 2: An employee user creates a new expense claim
- Step 3: An admin user approves the mileage reimbursement expense claim
Step 1
Important
A user with admin permission settings must complete this step in the payroll platform.
- Log into your payroll platform.
- Click on Business Settings.
- Click on Payroll Settings.
- Click on Expense Categories.
- Click on Add.
- Add the following details:
- Expense category name: Mileage Reimbursement
- External ID.
- Click Save.
- Log into Employment Hero.
- Click on Settings.
- Click on Expense Categories.
- Ensure that Sync expenses to payroll has been toggled on so that your new mileage reimbursement expense category syncs to Employment Hero.
Step 2
Important
The employee who wishes to submit the mileage reimbursement expense claim must complete this step in Employment Hero.
- Log into Employment Hero.
- Click on Pay.
- Click on Expenses.
- Click on Create Expense Claim.
- Add the following details:
- Date of purchase
- Expense category (from the drop-down list, choose Mileage reimbursement. This is based on the default rate outlined on the UK government's page: Travel — mileage and fuel rates and allowances.)
- Cost centre
- Vehicle type
- Business purpose (optional)
- Start location
- End location
- Distance
- Attach any required invoices or receipts (optional)
- Click on Save.
Step 3
Important
A user with admin permission settings must complete this step in Employment Hero.
- Log into Employment Hero.
- Click on Expenses.
- Click on Expense Management.
- On the expense claim you wish to manage, click on Actions.
- Here you can View/Edit, Approve, Decline, or Delete the expense claim request.
Further information
Important
A user with admin permission settings must complete this step in Employment Hero.
- Log into Employment Hero.
- Click on Pay on the left-hand side menu.
- Click on Expense Management.
- Click on the Approved filter.
- Click on View mileage usage.
- Click on the drop-down menu to view approved mileage reimbursements for Cars and vans, Bicycles or Motorcycles.
Employees can claim reimbursement at the default rate outlined on the UK government's page: Travel — mileage and fuel rates and allowances. By referring to this page before submitting a claim for reimbursement, employees can ensure they claim the most up-to-date amount available.
If you are looking for further ideas, try our community.
Explore similar topics
-
Approve, decline, and manage expenses The Expense Management feature allows you to review and approve employee-submitted expenses.
- How do I submit and manage expense claims? You can use the Expenses feature to send through an expense request for approval, with the ability to specify the date of purchase, the amount paid, the supplier, and attach any required receipts.