How to submit and view mileage claims as a staff member
Please note that this article only applies to People+ customers. Please speak to your Account Manager about this module.
The Mileage feature allows staff to log and track Mileage claims via the Staff Web Portal.
Mileage claims can only be made against Mileage types that are built into the system. For more information on configuring expense types, please click here.
Mileage Claims are logged/viewed from Self-Service > Mileage;
The page will always open on the current month, but the date selector can be used to view past mileage claims for previous months. The page is split into three sections - Approved, Pending and Declined. Approved will show any claims that have been approved, Pending will show any claims that have been submitted but not yet approved and Declined will show any claims that have been submitted and declined.
To add a new claim, click the Add New Claim button;
This will open the following screen;
Enter;
- Date of claim - this can be amended by clicking on the calendar button next to the date/time.
- Type - this is a drop down selection of pre-configured mileage types.
- Description - any notes about the claim to help the administrator/line manager in approving a request.
Then click Mileage Details to add journey information;
Enter the Start/End Postcodes, select whether it was a Return Journey and whether the journey was from home (used to calculate the amount of miles based on the Staff Member's 'Home To Work' miles if configured in their Personnel Record). Click Calculate Mileage.
Once the mileage has been calculated you may be able to edit the 'Total Miles' figure. Please be aware, this is only an option if your rota admins have activated the function:
Click 'Additional Information';
Enter the relevant details. It is crucial that the Engine size (cc) is completed for the claim to be successful.
A receipt can be added by pressing the browse button highlighted above to open your file explorer. Double click on your file and it will show in the document field:
Click Submit.
Once submitted, the claim will show in the Pending section of the Mileage page. To remove/delete the pending claim, click the small red cross next to the claim;
Once approved, the claim will move to the Approved section and the staff member will receive an email confirming the approval.
If a claim is declined for any reason, the claim will sit in the Declined section at the bottom of the page, along with the reason for declination. The staff member will also receive an email advising them of the declination;
