Mileage rates

Introduction

In the system administration -> Time and expense registrations -> Mileage rates, you get an overview of the mileage rates which are created for you and your employees to use on mileage registrations.

Description

Here you can create and maintain the mileage rates which are used in the mileage settlement. The mileage rate is the cost, which the employee is reimbursed per km driven in the own car. The costs from the mileage are automatically added as a project expense on the project the mileage is linked to. You can invoice this cost to the customer via TimeLog’s invoicing module.

Filter

On the top of the page, you find the filter, where you can select to see active, inactive or all mielage rates. As default, you only see the active rates. Click Show to see your rates in the list below.

Mileage rates

Here you see a list of the mileage rates created in the system, and you have the option to see, if the mileage is reimbursed to the employee, the cost price and the sales price per km. for each rate. You always see the rates per today's date, as there might be different periods on the listed mileage rates. In the overview, you can see if the rates are marked as default, and you can deactivate and activate rates by clicking the green checkmark or the grey dot.

To the right, you can mark the single mileage rates and in the action menu select to delete them or change status between active and inactive. Click OK and the action is performed automatically.

Creating a new mileage rate

Depending on the settings your system administrator has made in the system, you have different fields to fill out for your mileage rate.

• Click New mileage rate
• Enter a descriptive name for the rate in the Name field
• If it is enabled, you can also enter the Account no. in financial system. It enables you to easily import data as costs in your financial system afterwards
• If mileage with this rate should not be reimbursed, you click Save and your mileage rate is created. If mileage with this rate should be reimbursed, you check the Reimburse employee box and your mileage rate is created.
• When you enable reimbursement, you get the option to enter which salary codes from the salary system, which the registrations should be added to. If you have enabled entering of taxable share, you will have two fields to fill out: One for the taxable share and one for the non-taxable share
• Mark Default for own car, if the mileage rate should be the default rate for the cars your employees create via our TimeLog Mobile app
• Click Save

Editing mileage rates

You have the option to both edit the mileage rate itself and the period for which the rate is valid.

Mileage rates

Depending on the settings your system administrator has made in the system, you have different fields to fill out for your mileage rate.

• Click the mileage rate you would like to edit. This enables you to edit the same fields as before
• Edit the name for the rate in the Name field
• If it is enabled, you can also edit the Account no. in financial system
• If mileage with this rate should not be reimbursed, you click Save and your mileage rate is created. If mileage with this rate should be reimbursed, you check the Reimburse employee box and continue your editing
• When you enable reimbursement, you get the option to enter which salary codes from the salary system, which the registrations should be added to. If you have enabled entering of taxable share, you will have two fields to fill out: One for the taxable share and one for the non-taxable share
• Mark Default for own car, if the mileage rate should be the default rate for the cars your employees create via our TimeLog Mobile app
• Click Save

Periods

Under Periods, you can decide which amounts are valid within a given period of time. The periods help you update the single rates year after year instead of creating new ones. It helps you in your administration of mileage rates, and you only need to create a new period, if the amounts are changed.

In the list itself, you see the periods which are already created in the system. Depending on your settings under Expense and travel registration settings, you have six or seven columns in the view:

• Start date: Shows the start date for your mileage period
• End date: Shows the end date for your mileage period
• Reimbursement amount per km: Here you enter which amount your employees should receive per km
• Non-taxable share: Here you enter the non-taxable share (if it is enabled under Expense and travel registration settings), which is often set by the government
• Cost: Here you enter the cost which is added to the project per driven km. The cost is typically the same as the amount reimbursed per km
• Sales price: Here you enter how much the customers should be invoiced per km
• Edit/delete: If you click the pencil, you can edit the period, and if you click the trash can, you can delete the period

New period

You create a new period by clicking the New period button, which opens up the following options:

• Start date: Shows the start date for your mileage period
• End date: Shows the end date for your mileage period
• Reimbursement amount per km: Here you enter which amount your employees should receive per km
• Non-taxable share: Here you enter the non-taxable share (if it is enabled under Expense and travel registration settings), which is often set by the government
• Cost: Here you enter the cost which is added to the project per driven km. The cost is typically the same as the amount reimbursed per km
• Sales price: Here you enter how much the customers should be invoiced per km

See a demo of how it works here:

Special remarks