Admin staff have the ability to manage mileage reimbursement rates themselves in the eSuite. This includes both adding new and modifying existing rates.
Management can be accessed via Admin > Expense reports > Mileage allowances.
- Requirements
- Adding a new tariff
- Modifying an existing rate
- Some tips
Requirements
Access to the Expense Notes module under the Admin section
Rights to manage expense reports (add / modify / delete)
Adding a new tariff
On the overview page of the mileage rates, click the "Add mileage" button at the top right.
In the subsequent screen, fill in at least the mandatory (*) fields.
| Start date * | The date from which the tariff is valid |
| End date | The date until/within which the tariff is valid |
| Currency * | List of currencies created (via Admin > General > Currencies) |
| Vergoeding per km * | The mileage rate to be applied |
| cost category | The expense category to which this rate applies. The list can be managed via Admin > General > lists > Expense category |
Then click on Save. This will take you into edit mode.
Click Save again to return to the overview.
Adjusting an existing tariff
On the overview page, you can edit a rate, by clicking on the pencil to the right of the line of the rate to be changed. You will be taken to edit mode, and can make the necessary changes here. Then click Save to save your changes.
Some tips
- Create a new tariff When you have received the message that a new tariff will apply from a certain date, you should also effectively create a new tariff in the application. First enter the correct end date in the current tariff (if it is not already there) and have the new tariff start on the following day. Do not replace the existing rate of the current period in combination with it an extension of that period. This would cause older mileage allowances that still need to be entered to be calculated with an incorrect rate.
- Work with an end date, if possible If the rates in your organisation are usually adjusted per year or per quarter, you can enter an end date when you create the rate. If you do not enter the new rate in time, your employees will not be able to enter mileage allowances with the wrong (old) rate.
- Work proactively As soon as you have the new rates, you can already enter them in the eSuite. You can do this e.g. weeks in advance. Due to the start and end date, the system will automatically use the correct rate, based on the date the employee enters in the expense report.