What this screen is for
Vehicle mileage travelled on business is claimable, and this is where those journeys are recorded. Summary cards show the number of entries, the total distance in kilometres, the total value and how many entries are still awaiting approval. Each entry carries where the journey started and ended and its purpose, which is what the search box looks at. You can filter by status — draft, submitted, approved or rejected — by employee and by date range.
When to use it
Log journeys as they happen rather than reconstructing them later, and review the list before a claim period closes so nothing is left sitting in draft.
What you see on this screen
Four cards: Total Entries, Total Distance in kilometres, Total Amount and Pending Approval. The table carries:
- Date — the date of the journey
- Route — where the journey started, with the destination beneath
- Vehicle — Car, Motorcycle or Bicycle
- Distance — the distance travelled, in kilometres
- Amount — what the journey comes to at your mileage rate
- Status — draft, submitted, approved or rejected
- Actions — view, edit, delete, and the buttons that move the entry along: Submit on a draft or rejected entry, and Approve and Reject on a submitted one
Approve and Reject appear only for someone holding the expense approval permission; the route enforces the same rule, so the buttons are hidden rather than refused.
Filters and actions
Search from, to or purpose sits above the list and matches the start point, the destination and the journey's purpose. Show Filters opens Status, an employee selector, From Date and To Date, with Reset. Log Mileage in the header records a new journey.
Status values
- Draft — recorded but not yet put forward
- Submitted — put forward and waiting on a decision
- Approved — accepted for claiming
- Rejected — turned down; it can be corrected and submitted again
Related
- All Expenses — the wider record of business spending
- Expense Approvals — where submitted claims are decided