Set up and Manage Mileage Rates

The Mileage Rates tool can be used to set-up and edit the Mileage Rates available within each Office. Mileage Rates are used to calculate the value of a mileage expense claim. Different Mileage Rate Groups can be set up to allow a user to select the relevant rate. For example, staff may be reimbursed at different rates based on their vehicle type or based upon the number of miles they have claimed within the year.

In this article, you'll learn how to:

  • Add a new Group
  • Edit Mileage Rates
  • Archive Mileage Rates

Add a new Group

1. From your Dashboard, go to the Admin tab by selecting the  icon.  On the left-hand side navigation bar, scroll down to EXPENSES and select Mileage Rates.

2. You need to select the Office from the drop-down list by clicking Please Select. 

3. Click the Add New Group link next to the Groups menu. 

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 4. Fill in the pop-out form, giving the Group a name e.g. "Personal>

Car" and a Threshold e.g., "10000" miles.

Thresholds notify CMap the points at which different values need to be applied. For example, you may pay a rate of 45p per mile up to 10,000 miles, and 25p per mile thereafter. Setting a Threshold of "10000" tells CMap to pay 45p for every mile up to 10,000 miles, then 25p for every mile thereafter.

5. Click Add Group.

The Group will now be an available option in the drop-down list for that Office and you will now need to add the relevant mileage rates to it.

6. Add a new Mileage Rate by entering the relevant details: Mileage Type, Rate & Excess Rate, and click Add.

Edit Mileage Rates

1. From your Dashboard, go to the Admin tab by selecting the  icon.  On the left-hand side navigation bar, scroll down to EXPENSES and select Mileage Rates.

2. You need to select the Office from the drop-down list by clicking Please Select.

Ignore this step if you only have on Office set up in CMap.

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3. Select an existing Group from the drop-down list and the details of the Mileage Type will appear.

4. Click on the  icon, make the appropriate edit(s) by typing directly into the text boxes and click Save

Archive Mileage Rates

To delete an existing Mileage Rate, click theicon next to the appropriate rate. A pop-up box will appear asking if you wish to archive the Mileage Rate. Click Yes.

Hey presto! Hopefully you now understand how you can use the Mileage Rates Management tool to manage the Mileage Types and their Rates, so that when CMap users submit a claim, they will be reimbursed the correct amount, or if it is charged to a Project, that this is included within the Project’s Fee.

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