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Create and submit mileage reimbursement claims

Updated

Available for the following 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.

Setting up mileage reimbursement

Step 1: Create 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. Screenshot of expense categories page, highlighting add button
  6. Add the following details:
    • Enter the Expense category name as "Mileage Reimbursement" (case sensitive, without quotes).
    • External ID (if any).
  7. Click Save.
    Screenshot of expense categories screen, showing mileage reimbursement setup
  8. Log into Employment Hero.
  9. Click on Settings.
  10. Click on Claim Categories.
  11. Ensure that Sync expenses to payroll has been toggled on so that your new mileage reimbursement expense category syncs to Employment Hero.
    Screenshot of claim categories, showing sync expenses to payroll

Step 2: Set up mileage claim rates

Once the mileage reimbursement has synced to Employment Hero, you can now proceed to set vehicle types and mileage rates.

  1. Log into Employment Hero.
  2. Click on Settings.
  3. Click on Claim Categories.
  4. Click on the Mileage Claim Setting tab.
    Screenshot of claim categories screen, highlighting mileage claim settting
  5. Click Add Vehicle Type.
  6. Add the following details:
    • Vehicle Type Name
    • Distance/Rate
      • You can set different rates for different distance tiers. Click the   button to add a new distance tier. For example, you can set a rate of $0.6 for the first 50km, then a rate of $0.4 for the next 100km.  
    • Set a mileage limit to
      • This is used to cap mileage claims to a certain distance.
  7. Click Save.
    Screenshot of add vehicle type screen, highlighting save button

Submit a mileage claim as an employee

Create a new mileage expense claim as an employee

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 Claims. 
  4. Click on Create claim.
  5. Add the following details:
    • Date of purchase
    • Claim category - choose Mileage reimbursement
    • Cost centre
    • Vehicle type
    • Business purpose (optional)
    • Start location
    • End location
    • Distance
    • Attach any required invoices or receipts (optional)
  6. Click on Submit.
    Screenshot of add claim screen, highlighting submit button

Manage mileage expense claims

Approve, edit, decline, or delete 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 Claims. 
  3. Click on Claims Management.
  4. On the expense claim you wish to manage, click on Actions.
  5. Here you can View/Edit, Approve, Decline, or Delete the expense claim request.
    Screenshot of claims management screen, highlighting actions 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 Claims Management.
  4. Click on View mileage usage.
  5. Click on the drop-down menu to view approved mileage reimbursements for your chosen vehicle type. 
    Screenshot of mileage usage screen, highlighting vehicles menu
     

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