Expenses

Travel & Mileage Entry

Learn how to record business travel distance and automatically calculate mileage reimbursement based on your organization's configured rates.

What Is Travel & Mileage?

The Travel & Mileage feature allows employees to log work-related travel and automatically calculate reimbursement based on distance.

This includes:

Client visits
Meetings
Site inspections
Business errands

Each travel entry is added to an expense claim and contributes to the total claim amount.

Creating a Travel Entry

Navigate to Expenses > New Claim or open an existing claim.
Add a new Travel / Mileage entry.
Enter travel details (date, route, distance).
Review the calculated reimbursement amount.
Save the entry.

Travel Details

Date

Enter the date of travel
Defaults to the current date

Route Configuration

Define the full journey for accurate distance tracking.

Locations

Departure Location — Starting point of the trip
Arrival Location — Final destination

Stops (Optional)

Click Add Stop to include intermediate locations
Useful for multi-destination travel

Adding stops improves accuracy for routes with multiple destinations.

Round Trip

Enable Round Trip if the journey includes returning to the starting point.

Option	Behavior
Enabled	Distance is calculated for both outbound and return travel
Disabled	Only one-way distance is recorded

Distance & Units

Enter or adjust the total travel distance

Units

Select the unit for distance:

Unit	Usage
Kilometers (km)	Common in Canada and most regions
Miles (mi)	Common in the United States

The selected unit determines which mileage rate is applied.

Mileage Rates

Mileage reimbursement is calculated using predefined rates configured by your organization.

Default Rates

Unit	Rate
Per Kilometer	$0.63/km
Per Mile	$0.70/mi

Rate Configuration

Rates may be:
- Predefined by the system, or
- Customized based on organizational policies
The applicable rate is applied automatically based on:
- Selected unit (km or mi)
- Current configuration

Reimbursement Calculation

The system automatically calculates reimbursement:

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