Travel & Mileage Entry
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
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 |
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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