Info 

If you don't have the new Mileage Expenses module and are interested, please contact support@accountsiq.com to get started.  

Prerequisites

Before you can use the mileage module, ensure the following:

Employees and expense categories are set up in the expense module.  
Setting up Employee Expenses 

Approvers are set up. 
Using Purchase Approval for Non-Budget Holders 

Employees are linked to the mobile app. 
Using the mobile Employee Expenses App (Employees) 

In Maintain Menu Profiles, both Expense Items and Employees are checked in the Expenses section. 
Setting up and Administering Group and Entity Users 

Mileage Setup

To set up employees for mileage expenses, you must do the following:

1. Add the Vehicle Types.
2. Set up the Expenses Tax Year end.
3. Set up the Mileage Bands.
4. Associate a Vehicle Type with an employee in their expenses record.

See:

Setup Mileage Expense module (21.5) - AIQ Academy

Add a Vehicle Type

1. Go to Setup > Codes Maintenance > Vehicle Types.
2. Complete the following:
   • Code (Mandatory): Enter a unique code for the vehicle type, 50 characters maximum.
   • Description (Mandatory): Enter a description for the vehicle type, 250 characters maximum.
   • Active: This is checked by default. Uncheck to deactivate the vehicle type.
   • Created By (Read-only): This automatically displays the name of the user that created the vehicle type. 
3. Click Save.

Edit a Vehicle Type

1. Go to Setup > Codes Maintenance > Vehicle Types.
2. Click Edit next to the relevant entry.
   
   
   
3. Make the relevant permitted edits.
4. Click Save.

Delete a Vehicle Type

Only vehicle types with no employees associated with them will have a deletion option.

1. Go to Setup > Codes Maintenance > Vehicle Types.
2. Click Delete. A confirmation notification will appear to confirm the deletion of the Vehicle Type.

The cumulative mileage bands are zeroized at the end of the tax year. By default, the tax year is the same as the company’s financial year, but you can change this if there are no submitted expense claims against that year. 

1. Go to Employee Expenses > Expenses Categories > Expenses Tax Year.
2. If valid, you can amend the expenses tax year. The system will automatically calculate the tax year end date (12 months from the start date) and will create additional tax years as needed based on the start date entered.
3. Click Process.
   
   
   

Creating a comprehensive Mileage Band range

When setting up mileage bands you need to make sure that for a given tax year and vehicle type, the mileage bands cover the entire range, from 0km to infinity.

See an example setup:

Add a Mileage Band

Only users with access to Expense Items in Maintain Menu Profiles will have access to Mileage Band Listing and Maintenance. 

See: Setting up and Administering Group and Entity Users 

1. Go to Employee Expenses > Mileage Bands > New Mileage Band or click on the relevant mileage band code to open it.
   
    
2. Complete the following fields:
   • Code (Mandatory): Enter an alpha numeric code to identify the mileage band or leave blank to use a system generated code. The code should not include any spaces or special characters other than "-". Max 50 characters.
   • Description (Mandatory): Enter a description, maximum 250 characters. This description will be shown to users of the mobile expense app when they are recording mileage expense receipts and within Purchase Item Invoices generated from submitted Expense Claims. Make this description clear and easy to understand by employees and approvers.
   • Vehicle Type: Select a vehicle type already set up or click +Add new Vehicle Type to add one now.
   • Measured In: Select either kilometers or miles. A single company must use the same measurement system for all its mileage expenses.
   • Mileage Band Lower Limit: Enter a number, maximum 18 characters.
   • Mileage Band Upper Limit: Enter a number, maximum 18 characters.
   • Unlimited:  If the band is unlimited, check this.
   • Reimbursement Rate Per Unit (Mandatory): Enter the unit rate (net of tax) at which an employee will be reimbursed for this mileage band in the currency shown. The total amount reimbursed to the employee will be this rate multiplied by the quantity of units incurred as recorded via the mobile expense app, plus any tax if applicable. Amounts should be entered in £0.00 or €0.00, e.g. 39.86 pence / cents should be entered as 0.3986, up to four decimal places, maximum 18 characters 
   • Tax Year: Mileage Bands need to be created for each tax year. Enter the Tax Year for this mileage band in the format yyyy (if the tax year is Jan - Dec) or yyyy/yyyy (if the tax year is not the calendar year).
   • GL Account Code: Enter the default P&L Expense GL Account Code or create a new tax code by clicking +Add new GL Account. This is the GL Code that this mileage band will be coded to on Purchase Invoices generated from Expense Claims. For ease of use, the GL code will not be shown to users of the mobile expense app, instead it will be set automatically depending on what's stored here and added to the lines on a Purchase Invoice generated from the Expense claim. The GL code can be changed on a Processed (Approved or Unapproved) but not Posted Purchase Invoice.
   • Tax Code: Enter the associated Tax Code or create a new tax code by clicking +Add new Tax Code. This will determine if tax should be added to the item when it is captured on mileage expense claims entered via the mobile expense app. For ease of use, the tax code will not be shown to users of the expense app. If tax is applicable to this expense category it should be set here, and it will be added automatically to the category on expense claims. It will be possible to change the tax code on a captured expense claim (i.e. Purchase Invoice) before it is posted.
3. Click Process.

Delete a Mileage Band

If the mileage band has not been used, the Delete button will be available. You will receive a notification on successful deletion.

Go to Employee Expenses > Mileage Bands.

Filter Listing Grid

• Filter Measured In and Active using the dropdowns.
• Use search boxes for the other columns.
• Sort columns in ascending or descending order.

Add an Attachment to a Mileage Listing

1. Click the paperclip icon.
2. Go to Browse, find the relevant file, then click Upload File. Add comments, as necessary.

Attach a note to a Mileage Listing

1. Click the note icon.
2. In the screen, click Add New Note, enter the note, and click Save. Existing notes can also be edited.

Export a Mileage Band Listing to Excel

• Click Export to Excel to produce a CSV file containing all the data from the Mileage Band Listing.

Open an Employee Expenses Record

1. Go to Employee Expenses > Employees.
2. Click on the relevant name in the listing grid to open the record.

Exclude Expense Categories

1. Open the Expense Categories tab.
2. From the dropdown, select the expense categories that should not be available to the employee. If any mileage expense categories were set up previously, check them so that only the new ‘Mileage’ option will be available for employees in the expenses app.
3. Click Process.

View Expenses Claimed By Year

1. Open the Expense Categories tab.
2. From the Tax Year dropdown, select the relevant year. This will display the following in the read-only table:
   • Expense Category: This displays the expense category description.
   • Expense Amount (Base Currency): This displays the cumulative amount for that expense category in the selected tax year.
   • Total: This is the sum of all rows.

Info 

For finance control purposes, it is required that vehicle and mileage details be managed by finance alone and not the employee. These details will be used in the calculation of the mileage expense based on the mileage category bands. 

The employee is responsible for informing finance of any changes in their vehicle. 

Open an Employee Expenses Record

1. Go to Employee Expenses > Employees.
2. Click on the relevant name in the listing grid to open the record.

Add Vehicle & Mileage Details 

1. Open the Vehicle & Mileage Details tab.
2. Enter the following:
   • Vehicle Type: In the dropdown, select a Vehicle Type set up earlier via the Codes Maintenance screen. Alternatively, click +Add new Vehicle Type to set one up now.
   • License Plate: This is required for audit purposes to enable reconciliation of the mileage claims submitted against the vehicle type. The maximum length is 25 characters.
3. Click Process.

View Distance & Mileage Amounts Claimed Per Year

1. Open the Vehicle & Mileage Details tab.
2. Select the relevant Tax Year from the dropdown.
3. This table is editable for new employees. This table is read-only for employees with submitted mileage expenses. View or edit the following:
   • Mileage Category Band: This is the relevant mileage band and engine size combination. 
   • Distance Travelled: This is the cumulative distance travelled (kms or miles) for this employee.
   • Expense Amount: This is the cumulative amount for this mileage band for the selected tax year.
4. If you have made edits for new employees, click Process.