Add Mileage to an Expense Report

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Overview

Once a trip is converted, its mileage expense behaves like any other expense. You add it to an expense report, submit the report, and it follows the normal approval and reimbursement path.

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From the trip

Open the trip and choose Add to expense report. Pick an existing draft report or create a new one.

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From the trip list

Select one or more trips with the checkboxes and use Add to report in the bulk actions bar. Trips that have not been converted yet are converted as part of the same action, so you do not need to do it in two passes.

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From the expense report

Open a draft report and add expenses as usual. Mileage expenses appear in the picker next to your receipt-based expenses and are identified as mileage.

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What the approver sees

A mileage expense shows more than a flat amount, because approvers routinely need to check how the figure was reached. The reimbursement panel walks through:

• Year-to-date distance before the trip
• The trip’s distance, and whether it was calculated or manually claimed
• The rate applied, including which tier it fell into
• The resulting total
• Year-to-date distance after the trip

When a tier boundary was crossed during the year, the panel says so explicitly, noting that the reduced rate applies beyond the threshold.

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Calculated and claimed amounts can differ

The claimed amount is fixed when the report is submitted. The computed total reflects the rate tier that applies right now. Those two numbers can drift apart if your year-to-date distance crossed a threshold after submission. Smartbills shows both when they differ, with the explanation: “The claimed amount was locked when the report was submitted; the computed total reflects the current year-to-date rate tier.” The claimed amount is what gets reimbursed.

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Editing a reported trip

A trip whose expense is on a submitted report is locked for editing. Recall the report first, make the change, then resubmit. See Recall a report.

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