A mileage expense is a reimbursement request for the distance traveled using a personal vehicle for work-related purposes. Instead of submitting fuel receipts, employees record the number of kilometers or miles driven and receive compensation based on the company’s mileage rate.

Managing mileage expenses accurately is an essential part of keeping company finances organised and compliant. Whether employees travel to meet clients, attend events, or visit different work locations, businesses need a clear and consistent way to reimburse those travel costs. 

With Factorial, creating a mileage expense is simple and efficient. The platform allows employees to log the distance they’ve traveled, attach relevant details, add stops and submit the request in just a few steps. Managers and finance teams can then review and approve the expense quickly, keeping records centralised and reducing the need for manual calculations or scattered documentation.

In this article, we’ll walk you through how to create a mileage expense in Factorial, from entering trip details to submitting the expense for approval. 

Submitting a mileage expense

1. Start a new expense
   1. On Web: In your sidebar, go to My Spending and click + Add expense
   2. On Mobile app: Open Expenses from the main menu and tap + Add
2. Select Mileage
3. Fill in the information
   • Expense information
     • Expense owner
     • Trip date
   • Trip information
     • Origin
     • Destination
     • Stops (if any)
     • Select if it is a round trip or not
   • Mileage information
     • Document currency
     • Fixed value per km
     • Measurement unit: KM or MI
     • Total distance
     • Total reimbursement
   • Budget and project:Add company-internal details to ensure correct processing.
   • Cost centers: Define your company cost centers in order to allocate your expenses and synchronise them with your ERP
   • Additional information
   • Files
4. Click on Send for approval or save it as a draft

FAQ

1. Can I upload PDF receipts?
   Yes, PDF, JPG, and PNG formats are supported.
    
2. How is the reimbursement amount calculated?
   The reimbursement amount is automatically calculated based on the distance entered and the mileage rate configured by your company. Once you enter the total distance, the platform calculates the final amount for you.
    
3. Who approves my mileage expense?
   Mileage expenses are typically sent to your assigned manager or expense approver once submitted. They will review the details and either approve or reject the request.