How does mileage reimbursement work?

When your team travels for business purposes, they can submit a reimbursement request to cover the costs of the distance traveled throughout multiple countries. Once submitted, employees and controllers can review the mileage expense in both their dashboard and mobile app.

Submit a mileage reimbursement request

In your dashboard

Step 1: Go to either Wallet or Expenses and click Request reimbursement. If you haven’t already, connect the personal bank account where you’d like to receive the reimbursement.

Step 2: Select Mileage as the reimbursement type, choose the budget this request should be a part of, and set the Date of travel.

Step 3: Fill out the addresses you visited during your trip. If this is a one way or a round trip, you only need to select the origin and destination. You can also select multi stop and add up to five intermediate stops between your start and end points.

If weather, traffic, or construction caused you to take a different, longer path than what is listed on the map, you can alter the pre-populated distance in the Distance field.

Step 4: Based on the addresses you entered, your dashboard will generate your distance traveled (in miles or kilometers) and the amount you’ll be reimbursed for.

Note: The rate at which you’re reimbursed is determined by the country of origin for your connected bank account.

Step 5: Enter a memo and an expense category and click Submit.

In your app

Step 1: Go to Expenses and click New request > Request mileage. If you haven’t already, connect the personal bank account where you’d like to receive the reimbursement.

Step 2: Choose the budget this request should be a part of and set the Date of travel.

Step 3: Depending on your travel details, select whether your trip type was one-way, round-trip, or multi-stop.

Step 4: Fill out the addresses you visited during your trip. If this is a round trip, you only need to select the origin and destination. You can also select multi stop and add up to five intermediate stops between your start and end points.

If weather, traffic, or construction caused you to take a different, longer path than what is listed on the map, you can alter the pre-populated distance in the Distance field.

Step 5: Based on the addresses, your app will generate your distance traveled (in miles or kilometers) and the amount you’ll be reimbursed for.

Note: The rate at which you’re reimbursed is determined by the country of origin for your connected bank account.

Step 6: Enter a memo and an expense category and click Submit.

Approve a mileage reimbursement request

You can approve a mileage reimbursement request the same way you would approve a general reimbursement request. For more information on this process, read How do reimbursements work?.

Customize your mileage reimbursement settings

Admins can set custom reimbursement rates for various countries. You can do this in your dashboard by clicking your name in the top right corner and going to Settings > Expenses > Mileage rates.

Here, admins can also choose the date that the rate will start applying. Only one rate can be active for a single country at any given time. If you’ve added two rates for the same country, the original rate will expire on the date that you’ve set for the new rate to start.

If you’d like to remove the ability for your team to submit mileage reimbursement requests, all of the entries here can be deleted.