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Create and submit mileage reimbursement claims

Updated

Available for the following plans: Employment Plus, Employment Unlimited
Available for the following HR classic plans: Premium, Platinum
Available for the following user access levels: Employee, Manager, Admin

To add a reimbursement for travel time, follow the steps below. This will be added as an employee expense type, then the account admin can approve or decline the claim.

Getting started

Step 1: An admin user creates a mileage reimbursement expense category

Important

A user with admin permission settings must complete this step in the payroll platform.

  1. Log into your payroll platform.
  2. Click on Business Settings.
  3. Click on Payroll Settings.
  4. Click on Expense Categories.
  5. Click on Add. Click on add to add new expense category
  6. Add the following details:
    • Expense category name: Mileage Reimbursement
    • External ID.
  7. Click Save.
    add expense category name and external id, then click save
  8. Log into Employment Hero.
  9. Click on Settings.
  10. Click on Expense Categories.
  11. Ensure that Sync expenses to payroll has been toggled on so that your new mileage reimbursement expense category syncs to Employment Hero.
    sync expenses to payroll in hr platform toggle on

Step 2: An employee user creates a new expense claim

Important

The employee who wishes to submit the mileage reimbursement expense claim must complete this step in Employment Hero.

  1. Log into Employment Hero.
  2. Click on Pay. 
  3. Click on Expenses. 
  4. Click on Create Expense Claim.
    employee click on create expense claim
  5. 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)
  6. Click on Save.
    employee add mileage for reimbursement

Step 3: An admin user approves the mileage reimbursement expense claim

Important

A user with admin permission settings must complete this step in Employment Hero.

  1. Log into Employment Hero.
  2. Click on Expenses. 
  3. Click on Expense Management.
  4. On the expense claim you wish to manage, click on Actions.
    Click on actions on the expense claim you want to manage
  5. Here you can View/Edit, Approve, Decline, or Delete the expense claim request.
    View, edit, approve or decline expense claim in the drop down menu

Further information

View all mileage reimbursement requests

Important

A user with admin permission settings must complete this step in Employment Hero.

  1. Log into Employment Hero.
  2. Click on Pay on the left-hand side menu.
  3. Click on Expense Management.
  4. Click on the Approved filter.
    choose approved filter for mileage reimbursement
  5. Click on View mileage usage.
    click on view mileage usage
  6. Click on the drop-down menu to view approved mileage reimbursements for Cars and vans, Bicycles or Motorcycles. 
    click on the dropdown for vehicle type

How much can I claim?

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.

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