Cardholders can create mileage transactions to record mileage incurred during business travel that will be reimbursed.
Note: Only users with a Card Holder role can create mileage transactions. At least one mileage reimbursement rate must be defined before cardholders can create mileage transactions. For more information, see Mileage Rates.
For some transaction fields, the values are assigned automatically and cannot be changed. See Mileage Transaction Fields for descriptions of these fields.
To see a list of all the cash and mileage transactions that have been saved in the past 7 days, you can run the Out of Pocket/Mileage system query on the Transaction List screen. For more information, see Performing a System Query for Transactions.
To create a mileage transaction:
Select Transactions > Create > Mileage.
If you have more than one card account, use the Account Number list to select the account you want to associate with the transaction.
Click the calendar icon to select the Transaction Date, or enter the date in this field using the mm/dd/yyyy format.
In the Description field, enter a brief description of the expense (maximum of 25 characters).
In the From Location and To Location fields, indicate where your travel began and ended.
In the Odometer Start and Odometer End fields, enter the odometer reading from your vehicle at the beginning of your travel and at your arrival at the destination.
From the Rate list, select the mileage rate to apply to your transaction.
If an approval process is in place, select the Review check box to mark the transaction as reviewed.
To assign custom accounting codes to the transaction, select a chart of accounts from the Chart of Accounts list, then select or enter the segment values using the drop-down lists or text boxes that display. Fields marked with an asterisk are required.
Alternatively, if you have previously saved a chart of accounts favorite, you can select it from the Chart of Accounts list. The segment values associated with the favorite automatically display in the corresponding fields.
Note:If you select a favorite that includes a chart of accounts or a segment that has been removed completely, or removed from your scope of view, an error message displays to indicate which field is invalid.
Supply the values for any Transaction Custom Fields as needed, using the check boxes, drop-down lists, or text boxes that display. Fields marked with an asterisk are required.
In the Transaction Notes field, enter any additional information about the transaction (up to a maximum of 3000 characters).
Click Save. The Transaction List screen displays, showing a list of the out-of-pocket transactions that have been created in the past 7 days, including the transaction you just created.