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Step 10 - Mileage

Purpose​

Configures mileage reimbursement: the GL account, unit of measurement, transport categories (car, motorcycle, etc.), and the rates applied per transport type. Without this setup, employees cannot submit mileage expenses.

→ Concept: Mileage rates

Before you start​

  • Step 03 complete - the mileage posting group must exist
  • Mileage enabled in the TEM wizard (step 02)

Steps​

A - Mileage Setup​

  1. From Truvio Expense Management - Overview, select Mileage → Setup
  2. Confirm or set:
    • Mileage Posting Group - the posting group for all mileage expenses
    • Mileage Units - km or miles (must match how employees will enter distances)
    • No. Series for Mileage / Posted Mileage - confirm the number series (set by the wizard). Mileage is enabled by having a number series here; clearing it disables mileage for all employees.

B - Means of Transport​

  1. From Truvio Expense Management - Overview, select Means of Transport
  2. Select New for each transport category (e.g. AUTO, MOTORCYCLE, EV)
  3. Enter a Code and Description
  4. In the Options section, add one or more transport options within the category (e.g. under AUTO: Car, Car with Trailer, Car with 2+ Passengers)
    • Create separate options only when different rates apply to them
    • If all vehicles in a category share one rate, a single option is sufficient

C - Travel Rates​

  1. From Truvio Expense Management - Overview, select Travel Rates
  2. Select New for each rate rule
  3. Enter:
    • Option - select the transport option this rate applies to
    • Description - label for the rate
    • Employee No. - leave blank for a general rate; fill in for an employee-specific rate
    • Starting Date - effective date of this rate (use dated records to manage annual rate changes without deleting history)
    • Starting From - mileage threshold where this rate applies; enables tiered rates (e.g. Rate A for first 500 km, Rate B beyond 500 km)
    • Rate - the reimbursement rate per unit

D - Assign vehicles to employees​

Employees must be assigned at least one Means of Transport before they can submit mileage:

  1. From Employees, open an employee record
  2. Expense Management → Vehicles
  3. Add the transport options the employee is allowed to use, mark one as Default, and tick Reimburse Mileage for any that should generate a reimbursement

Decisions that matter here​

Tiered rates - many jurisdictions have a higher rate for the first N km/miles and a lower rate beyond. Model this with two rate records for the same option: one with Starting From = 0 and one with Starting From = the threshold.

Employee-specific rates - if certain employees have negotiated or legally required individual rates, create a rate record with their Employee No. The employee-specific rate always takes precedence over the general rate.

Rate change history - when rates change, add a new rate record with the new Starting Date rather than editing the existing one. This preserves correct calculation for historical expenses.

Validate​

As a test employee, submit a mileage expense and confirm the calculated amount matches the expected rate × distance.

Next​

→ Step 11 - Per diem (Pro Edition, optional)
→ Step 12 - Company cards (Pro Edition, optional)
→ Your first expense

Field detail​

→ Reference: Mileage setup | Reference: Means of transport | Reference: Travel rates