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Means of Transport​

This page allows you to define the Means of Transportation used by your employees for mileage reimbursement. You first create a Means of Transportation, and then define one or more Transportation Options within that group, each of which will have its own reimbursement rate.

Each employee is assigned one or more Means of Transportation in the Employee Card > Travel & Expense > Vehicle. This determines which transportation options and mileage rates are available to that employee when they submit a mileage expense. This approach ensures employees only see applicable transportation options while supporting accurate and compliant mileage reimbursement.

In many countries, reimbursement rates vary based on the mode of transportation. For example, different rates may apply to:

  • Cars
    • Cars with trailers
    • Cars with 2+ passengers
    • Cars Towing
  • Motorcycles
  • Electric Vehicles
  • Boat

When configuring Means of Transport, start by defining the transportation category. Within that category, create transportation options for vehicles within that category that require different reimbursement rates. If the reimbursement rate is the same for all vehicles in a category, only a single transportation option is needed.

Example:

  • If your organization reimburses mileage at one rate regardless of vehicle type, create a transportation category of AUTOMOBILE with a single transportation option named AUTOMOBILE.
  • If different rates apply by vehicle type, create a transportation category of AUTOMOBILE and define multiple transportation options such as Car, Car with Trailer, Car with 2 Passengers, etc. You will then define a rate for each option created under the Means of Transportation. A screenshot of a car heavy vehicle Description automatically generated

Create/Manage Means of Transport

  1. From the Travel & Expense Setup – Overview page, select Means of Transport.

  2. Select New to create a new Means of Transport.

  3. To Manage an existing Means of Transport, select the Means of Transport then select Edit from the Manage menu.

  4. Enter values for the following fields:

    • Code: Enter a short, meaningful identifier for the transportation group.
    • Description: Enter a clear description for the transportation group.

    Options Section - (Each option requires its own rate setup.)

    • Code: Enter a short, meaningful identifier for the transportation option.
    • Description: Enter a clear description for the transportation option.

  5. Go to Travel Rates and assign rate and tax options.

  6. To assign a Means of Transport to employees who will submit mileage expenses, go to User Management > Vehicle Assignment section .