Maintaining Personal Car Rates

Objective

After completing this lesson, you will be able to describe the functionalities of car configuration and its impacts on mileage expenses.

Car Configuration and Mileage Expenses Overview

Car mileage is an expense type with unique configurations and helper panes. When employees submit a mileage expense, they pay for costs such as maintenance and fuel for a car used for business purposes. You use the Car Configuration tool to set up how the system calculates reimbursement for both personal and company cars. The system applies car mileage configuration based on the group, country, and currency assigned in each user's profile.

Note

If a user's profile does not match any configuration in the system, they cannot access the mileage expense types.

The image displays a Car Configuration page. It shows buttons New, Modify, and Delete. A table lists configurations with columns Configuration Name, Car Type, Editable by, Applies to, and Country/Region. Sample rows include Australia Personal Car, Belgium Company Car, Belgium Personal Car, and Canada Personal Car. Most rows show Editable by Global, Applies to Global, and country names such as Australia, Belgium, Canada, and others.

Personal Car Configurations

Personal car configurations have two rate types:

Personal Car - One Rate, where mileage is reimbursed at a flat rate.
Personal Car - Variable Rates, where rates are based on distance and other criteria such as petrol, diesel, or engine size.

Google Maps Integration

There are three settings available for Google Maps integration:

Enabled, where the Mileage Calculator link option is available and you can use it to populate the From Location and To Location fields.
Required, where the Mileage Calculator window appears automatically and the user is restricted from using the From Location and To Location fields, forcing mileage entries to be calculated by the calculator.
Disabled, where the Mileage Calculator link is not available when creating a mileage expense entry.

Configure One-Rate Mileage

To configure one-rate personal car mileage:

Steps

From the Car Configuration page, select the configuration you wish to update, and then select Modify.
Complete the required fields, and then select Next.
On the Rates step, select New. A new line appears. Complete the fields and select Save, then Done.

Configure Variable Rate Mileage

To configure variable rate personal car mileage:

Steps

Navigate to Expense Administration > Car Configuration and select the configuration you wish to modify.
Complete the required fields and then select Next.
The Distance Limits step appears. If previously configured, these fields won't be modifiable. Select Next.
On the Criteria step, add new requirements if necessary, and then select Next.
On the Rates step, select New. A new line appears.
Complete the fields for each car type and select Save.
Select Done.

Summary

Configure personal car mileage rates using the Car Configuration tool.
Set up either a single rate or variable rates based on distance and vehicle type.
Integrate Google Maps for automated location entry or disable it as needed.
Access and modify existing configurations to update rates.
Ensure user profiles match configurations for proper mileage expense access.

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