If a claimant is receiving an incorrect mileage rate when claiming an expense or the mileage rate is generating a zero value, there are various reasons why this might occur.
We've compiled a list of steps that can be applied to resolve this issue. To do this, follow the steps below in back office.
Resolution 1
To ensure the mileage rate is accurate, confirm if the car has been approved.
Click Core Expense, then click Reference.
Click Reference C-C, then click Car.
In the Claimant field, enter the claimant number.
Click the query
icon.
Check that the claimant has an approved car set up.
If it is a company vehicle, select the Company Vehicle checkbox beside the claimant's primary car.
Resolution 2
After confirming if the claimant's car is approved, check if the car details have been adjusted after submitting the expense trip.
Click Core Expense, then click Reference.
Click Reference C-C, then click Car.
In the Claimant field, enter the claimant number.
Click the query
To check the car details, click View Car Audit.
📌 Note: When a claimant edits their car details on the portal after submitting a mileage trip for approval, the system sets the mileage rate to 0.
Before the trip is processed (generate payment claim is run), if the car details are changed after approval, the mileage rate will return to 0.
Resolution 3
After checking if the car details have been adjusted, the claimant's YTD mileage needs to be confirmed to set up the correct rate on the mileage screen.
Click Core Expense, then click Reference.
Click Reference C-C, then click Claimant.
In the claimant field, enter the claimant number.
Click the query
Beside the Kilometres YTD field, click Detail.
Verify that the selected mileage calendar for the year is accurate in the Kilometres Year field.
Compare the claimant's total miles per year to the mileage threshold rates to ensure the correct mileage rate is available for the claimant.
Resolution 4
If the car details haven't changed and the mileage rates are still being generated incorrectly, check if any rates are set up for the claimant's YTD on the mileage screen.
Click Core Expense, then click Reference.
Click Reference M-R, then click Mileage.
Check if there is a rate set up that the claimant falls under.
If there is no rate, enter a new mileage rate as appropriate.
To add a new mileage rate, click the add
icon, then fill in the following fields:
Company Car: Specify rates based on company or private car usage.
Vehicle Type: The Vehicle Type list can be dynamically created and assigned to vehicles and travel rates. The original scope includes Car & Vans, Motorcycles and Bike.
Mileage Fuel Type: This contains a predefined list of fuel types e.g Petrol, Diesel, Hybrid e.t.c
Engine Capacity From To: Configure rates based on Engine Capacity or CC’s range.
Date Effective: Provide the effective date of rates.
Kilometres Threshold: Configure rates based on kilometres threshold traveled i.e. mileage distance.
Kilometre Rate: Enter the applicable mileage rate.
F.C.A Ind.: If a Fixed Car Allowance Indicator is entered here, the mileage rate is the rate that will apply for that Allowance.
To save this, click the save
icon.
📌 Note: Rates are based on the claimant's car and mileage YTD. The claimant will receive a certain rate based on the type of vehicle. For example, you can have a mileage rate for a petrol car fuel type with an engine capacity of 1-1400.
If the claimant's car is petrol and has an engine size between that capacity 1 and 1400, they would be paid the rate for petrol car fuel type, but there is also a mileage threshold associated with this rate.
A claimant's mileage rate may vary depending on how many miles they claim in a year. For example, a company can have a kilometers threshold ranging from 0-5000 to 5001-10000 km; if the claimant has traveled between 0-5000km this year, they will be paid Rate A, whereas if they have driven between 5001-10000 km, they would be paid Rate B.