Available for the following plan: Free, Standard, Premium, Platinum
Available for the following user access levels: Employee, Manager, Admin
This guide covers the end-to-end process for handling mileage and travel reimbursements, from initial category setup by an Admin to submission and approval.
Admin Setup: Configure Mileage Categories
Before employees can submit mileage claims, an Admin must create the appropriate category in the payroll settings.
Step 1: Create a mileage reimbursement expense category
Admin Task
A user with Admin permissions must complete this step in the payroll platform.
- Click on Settings.
- In the Payroll section, click on Expense Categories.
- Click the + Create expense category button.
- Enter the following details:
- Expense category name: Mileage Reimbursement
- External ID: (Optional)
- Click Submit.
User Workflow: Submission & Approval
Once the category is active, employees can submit their claims for review by a Manager or Admin.
Step 2: Employee creates a mileage expense claim
Employee Task
The Employee incurring the expense must complete this step in Employment Hero.
- In Employment Hero, click on Pay.
- Click on Expenses.
- Click Create Expense Claim (or Get Started if it's your first time).
- Upload Receipt: JPG, PNG, or PDF (Max 10MB). Tip: Use a clear photo for auto-filling details.
- Date: Enter the date the travel occurred.
- Category: Select Mileage Reimbursement from the dropdown.
- Cost Centre: Select the appropriate department or project code.
- Supplier: Enter the merchant (e.g., Shell) or "Personal Vehicle".
- Amount Paid: Enter the total in CAD.
- Tax: Break out the GST/HST/QST amount as per your records.
- Review for accuracy and click Submit.
Step 3: Approve or manage mileage claims
Admin/Manager Task
A user with Admin or Manager access must complete this in the Expense Management hub.
- Go to Pay > Expense Management.
- Locate the specific claim and click Actions.
- Select View/Edit, Approve, Decline, or Delete.
How to view all mileage requests
- Navigate to Pay > Expense Management.
- Click on the Filters > Expense Category > Mileage.
- Click Apply.
- You'll see all expense claims related to mileage requests.