Requesting a Mileage Reimbursement

When mileage is enabled, Spenders can request reimbursement for business-related travel using their personal vehicle. You can create a mileage-only report or combine mileage with out-of-pocket expenses in the same report.

Out-of-pocket expenses are for regular expenses made on personal cards, while mileage expenses are used to reimburse for distance travelled.

Creating and Submitting a Mileage-Only Reimbursement Report

Follow these steps to create and submit a Mileage Report for approval:

1. Request a Reimbursement:
   • Click the blue "Request Spend" button in your Overview Page > click "Request Reimbursement" or navigate to "Requests" > click "Reimbursement Request"
2. Name Your Report & Select Expense Type:
   • Give your report a name, select your team (Professional plan only), and choose your Approval Policy and appropriate Mileage Submission Policy
3. Mileage-Specific Form:
   • When Mileage is selected, the form will update to display mileage-specific fields which are configured in the Mileage Reimbursement Submission Policy
4. Add Expenses:
   • Enter your mileage-related expenses by clicking + Add Expense or upload a receipt/screenshot
5. Automatic Reimbursement Calculation:
   • Once the rate and distance are inputted, the reimbursement amount is automatically calculated
6. Submit for Approval

Creating a Report with Mileage and Out-of-Pocket Expenses

Users also have the option to include both mileage and out-of-pocket expenses within the same report. Follow these steps to learn how:

1. Request a Reimbursement:
   • Click the blue "Request Spend" button in your Overview Page > click "Request Reimbursement" or navigate to "Requests" > click "Reimbursement Request"
2. Name Your Report & Select Expense Type:
   • Give your report a name, select your team (Professional plan only), and choose your Approval Policy and appropriate Reimbursement Submission Policy
     • You can select either Mileage or Reimbursement, as the policies can be edited within the report based on the expense-type
3. Add Expenses:
   • To add an out-of-pocket expense:
     • Click +Add Expense or upload a receipt directly into the report
     • Click the drop-down in the Submission Policy section and select the appropriate "Out-of-Pocket" Submission Policy. This expense will follow that submission policy
   • To add a mileage expense:
     • Click +Add Expense or upload a receipt directly into the report
     • Click the drop-down in the Submission Policy section and select the appropriate "Mileage" Submission Policy. This expense will follow that submission policy
   • 
4. Submit for Approval

Please note: Mileage rates must be configured by an administrator to select this expense type. Please have an administrator review our Help Centre article below on configuring mileage rates for reimbursements:

Configuring Mileage Rates for Reimbursements