Mileage reimbursement

OverviewCustomize your mileage reimbursement settingsSubmit mileage reimbursement requestsApprove mileage reimbursement requestsMileage reimbursement payout

This article refers to a feature that might not be available in your current Brex plan. If you'd like to learn more about this feature and how to unlock additional capabilities in Brex's upgraded plans, please have your account or card admin reach out to Brex Support by clicking on Support in your dashboard.

Overview

When your team travels for business purposes, they can submit a reimbursement request to cover the costs of the distance traveled. Once submitted, employees and controllers can review the mileage expense in both their dashboard and mobile app. Brex reimbursements support the configuration of global mileage rates. The rate at which an employee is reimbursed is determined by the country of origin for your connected bank account.


Customize your mileage reimbursement settings

EssentialsPremium Enterprise

Account and card 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, you 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 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.


Submit mileage reimbursement requests

In your dashboard

Step 1: Go to either Expenses (if you have it) or Wallet 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 roundtrip, 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.

HC - Reimbursements Mileage01

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, Brex will generate your distance traveled (in miles or kilometers) and the reimbursement amount. Step 5: Enter a memo and an expense category and click Submit.

In your app

Step 1: When you open your Brex app, tap Request reimbursement > Mileage. 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 roundtrip, 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, Brex will generate your distance traveled (in miles or kilometers) and the reimbursement amount. Step 5: Enter a memo and an expense category and tap Submit.


Approve mileage reimbursement requests

Account and card admins will see a list of mileage reimbursements needing approval in Tasks > Reimbursements. On your app, these will appear in your Inbox. To approve a mileage reimbursement, click an expense, view details on the right, and click Approve. To request more information from the employee, click on the Comments section to add a comment or Remind about documentation to receive reminders. After an account or card admin approves a reimbursement, the employee will be notified by email and can expect to receive the funds based on the payment settings of the entity. Note: Once a mileage reimbursement has been approved, it cannot be canceled.


Mileage reimbursement payout

Upon receipt of funding, Brex will process batched payouts to your employees. This means that if there are five approved reimbursements for $10 each for a single employee since the last payment cycle, that employee will see a single transaction for $50 to their bank account. The employee will receive communication of this payment and the reimbursements that contributed to the total $50 received.

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