Available for the following plans: Standard, Premium, Platinum, Unlimited
Available for the following user access levels: Employee, Manager, Admin
To add a reimbursement for mileage and travel time, follow the steps below. This will be added as an employee expense type, then the account admin can approve or decline the claim.
This article explains how to:
- Step 1: An admin user creates a mileage reimbursement expense category
- Step 2: An employee user creates a new expense claim
- Step 3: An admin user approves the mileage reimbursement expense claim
Step 1
Important
A user with admin permission settings must complete this step in the payroll platform.
- Click on Settings.
- In the Payroll section, click on Expense Categories.
- Click on the + Create expense category button.
- Add the following details:
- Expense category name: Mileage Reimbursement
- External ID (Optional).
- Click Submit.
Step 2
Important
The employee who wishes to submit the mileage reimbursement expense claim must complete this step in Employment Hero.
- In Employment Hero, click on Pay.
- Click on Expenses.
- If you've never created a claim before, click the Get started button, then click the Create Expense Claim button.
-
Upload Receipt
Formats: JPG, PNG, or PDF (Max 10MB).
Tip: Use a clear photo for Instant Processing to auto-fill details. - Date: Match the date on your receipt.
- Category: Select Mileage Reimbursement from the dropdown.
- Cost Centre: Select the appropriate department or project code.
- Supplier: Enter the merchant name (e.g., Uber, Shell).
- Amount Paid: Enter the total in CAD.
- Tax: Break out the tax amount from the total.
- Optional: Fill in Tax Code/Rate only if specifically required by your manager.
- Review for accuracy and click Submit.
Step 3
Important
A user with admin permission settings must complete this step in Employment Hero.
- In Employment Hero, go to Pay Expenses Expense Management.
- On the expense claim you wish to manage, click on Actions.
- Using the dropdown menu, you can View/Edit, Approve, Decline, or Delete the expense claim request.
Further information
Important
A user with admin permission settings must complete this step in Employment Hero.
- In Employment Hero, go to Pay Expenses Expense Management.
- Click on the search bar and select Advanced Settings.
-
In the Expenses Category dropdown, select Mileage Reimbursement.
You'll now see a list of all mileage reimbursement expense claims.