Within HRWize, you have the ability to submit a mileage claim in Self Service. To do this, go to Self Service > My Requests > Mileage.
Select the Add button where you'll be taken through the screen below:
Complete the fields required on the report:
- Report name - E.g. Mileage April 2022;
- Report description - Can be left blank unless your company has requested this field is completed;
- Claim units: Select Miles or KM depending on which your company uses.
You can add up to 50 lines of mileage expenses to one claim by selecting Add line. To add multiple lines at once, enter a number in the box as shown below and click Add multiple.
The additional fields will now appear for you to enter your mileage dates and journeys:
- Date - The date the mileage was incurred.
- From - The original postcode.
- To - The destination post.
- Distance - If your company is using Google address lookup, this will automatically populate based on the "From" and "To" postcodes entered. If not, this information will need to be manually entered. Your company may have provided a threshold at which you can override Google's distance field, otherwise, it will be locked and you will not be able to edit the distance.
If your company is using the HRWize Timesheets feature and Timesheet references and tasks have been set up, you may also see these on your mileage claims.
- Billable - Select Yes or No based on whether this should be billable (i.e. whether this needs to be charged to a customer). This may not appear depending on your company's settings.
To add a return mileage line, click on the icon shown below:
This will add an additional line to the mileage claim with the "From" and "To" fields reversed.
The Comments box is optional unless your company has requested you expand upon the details of your journey (e.g. Visiting customer X).
Once all of the information is complete, select the Confirm button. This will take you to the screen below where you can tick the expense declaration, then on the Submit for approval button.
Alternatively, click on the Save button, which will allow you to return to this claim and add an additional line at a later date or time.
You will see the mileage claim listed here pending approval by the employee's manager. At this time, the employee can View, Print, Edit, or Delete the claim:
While awaiting approval, the employee can still view all of their mileage claims by going to:
Self Service > My Requests > Mileage
The employee's manager will receive a notification email informing them that an employee has submitted a mileage report that requires approval. It will ask them to log in and process the request. Once the manager has approved or declined the claim, the employee will receive an email telling them if their claim has been approved or declined.
Managers, Finance, HR, and Admin level users can also edit claims by going to:
Finance > Mileage
From here, they can click on the Actions column, and then click on the Edit action:
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