Available for the following plans: Employment Plus, Employment Unlimited
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 below steps. This will be added as an employee expense type, then the account admin can approve or decline the claim.
Setting up mileage reimbursement
Important
A user with admin permission settings must complete this step in the Payroll classic platform.
- Log into your Payroll classic platform.
- Click on Business Settings.
- Click on Payroll Settings.
- Click on Expense Categories.
- Click on Add.
- Add the following details:
- Enter the Expense category name as "Mileage Reimbursement" (case sensitive, without quotes).
- External ID (if any).
- Click Save.
- Log into Employment Hero.
- Click on Settings.
- Click on Claim Categories.
- Ensure that Sync expenses to payroll has been toggled on so that your new mileage reimbursement expense category syncs to Employment Hero.
Once the mileage reimbursement has synced to Employment Hero, you can now proceed to set vehicle types and mileage rates.
- Log into Employment Hero.
- Click on Settings.
- Click on Claim Categories.
- Click on the Mileage Claim Setting tab.
- Click Add Vehicle Type.
- 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.
- Click Save.
Submit a mileage claim as an employee
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 Claims.
- Click on Create claim.
- 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)
- Click on Submit.
Manage mileage expense claims
Important
A user with admin permission settings must complete this step in Employment Hero.
- Log into Employment Hero.
- Click on Claims.
- Click on Claims 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 Claims Management.
- Click on View mileage usage.
- Click on the drop-down menu to view approved mileage reimbursements for your chosen vehicle type.
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.