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Creating a Mileage Expense

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Certify allows you to enter mileage for a personal vehicle driven for company business. The IRS sets annual allowable rates for standard business mileage as well as moving expenses and charitable work. Your company may also set additional custom rates and date ranges for other types of mileage reimbursements. This article shows you how to create a one-way or segmented mileage expense using the Add Expense function within an existing draft expense report.

One-Way and Round Trips

Step 1: On your account homepage, under My Expense Reports, select Drafts

Step 2: Under My Expense Reports, click the Name of the expense report you want to open.

Step 3: In the Add Expense box below the expense report, enter the expense information and select the appropriate mileage expense Category.

Step 4: When a mileage expense Category is selected, additional information is required. Enter the departure location in the From field, and the destination location in the To field. Select Map It! to have the mileage automatically calculated for you. Additionally, MapQuest will create a mileage map to use as a receipt when Map It! is selected. Click the checkbox for Round Trip to calculate a two-way distance. When all mileage information has been entered, click Save.

Please Note: Your company may have configured your mileage categories to subtract your commuter distance from the Map It! mileage. Your commuter distance can be entered on the My Account page Commute Distance. See also Creating a Mileage Expense with Commute Distance.

Step 5: The reimbursable amount will be automatically calculated based on your company's personal automobile use policy. To view the rate applied to your mileage expense, click the arrow (>) in the Details column for the mileage expense line.

Segmented Trip

Step 1: In the Add Expense box below the expense report, enter the expense information and select the appropriate mileage expense Category.

Step 2: When a mileage expense Category is selected, additional information is required. Enter the departure location in the From field, and the destination location in the To field. Select Map it! to have the mileage automatically calculated for you. Enter all remaining information in the fields provided, deselect Round Trip, and select Add Segment for a multi-stop trip.

Please Note: Your company may have configured your mileage categories to subtract your commuter distance from the Map It! mileage. Your commuter distance can be entered on the My Account page Commute Distance.

Step 3: The first segment of the trip will be added to the expense report and the expense information for the next segment of your trip will be partially completed in the Add Expense box. Enter the destination in the To field, select Map It!, and edit other details as needed. Select Add Segment to add another segment to your trip or click Save to complete the trip. 

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Comments

  • Avatar
    Jami Tondra

    What if the route shown on the map is not the route you traveled? How do you change that?

  • Avatar
    Michelle Negrete

    When you create a mileage expense, Map it! selects the most logical, and sometimes also the shortest route between two points. If your route differs from Map it!, simply enter origination and destination and the total number of miles traveled but do not click Map it! again--in this case, the manually created mileage expense will not include the map image but can still be submitted. Also, in cases like this, it might be good practice to include a brief note for your approver under Reason.

  • Avatar
    Bethany Kelm

    If nothing is showing up in my "Drafts" area, what do I do?

  • Avatar
    Andrew McFarland

    Hello Bethany. If you have not yet created a new draft expense report, we suggest selecting "Create a New Expense Report" on the homepage. Once the draft report is built, continue with Step 3 to create a mileage expense.

    -Certify Support

  • Avatar
    Jennifer Pitts

    I entered all of my mileage on my phone as an expense. Yet, they are appearing as receipts, rather than mileage expenses. Do I have to enter these all separately on the computer or directly under my draft expense report, rather than as expenses on my phone app?

  • Avatar
    Andrew McFarland

    Hello Jennifer, The receipts in your Certify Wallet also include the expense data entered. We suggest running the Auto Expense Report Wizard to add these receipts to your expense report. Once added, the expense data entered on the mobile app will import automatically into the report.

    -Certify Support

  • Avatar
    Richard Fields

    Can you make tolls automatic?

  • Avatar
    Kaley O'Hara

    Hello Richard, At this time, we do not offer the feature of automatic expenses. When you incur a toll expense, you will need to take a picture of the receipts (if applicable), and create an expense in Certify for the toll.

    • Certify Support
  • Avatar
    Brian Borjas

    I've tried to use the map it! feature however Kansas City International Airport is being mapped in St Louis Missouri. I've tried KCI, MCI, Kansas City International Airport, everything I try does not create a route to the airport!

  • Avatar
    Andrew McFarland

    Hello Brian, We've contacted you via email to gather additional information on this matter. Please reply to the ticket thread at your earliest convenience.

    -Certify Support

  • Avatar
    Daniel Kern
    Hi How do I delete a mileage map created in error from my expense report?
  • Avatar
    Kaley O'Hara
    Hello Daniel! If you need to delete a mileage expense line from your report, please click on the double arrows icon in the left hand column of the expense line and click "Delete Expense". -Certify Support
  • Avatar
    Jamal Hamdani

    The "Map It!" function does not appear when editing an expense as an approver. How do we get the miles and map to recalculate when correcting a destination?

  • Avatar
    Michelle Negrete

    Hello Jamal,

    When a user creates a mileage expense and uses MapIt! the service will create a map of the most efficient and most logical route to match MapQuest. I will submit a request on your behalf to enable MapIt! in the approval process. In the meantime, I recommend opening a new tab with MapQuest for recalculating mileage.

    Kindly,
    Your Certify Support Team

  • Avatar
    Annette Takko

    If the mileage category doesn't show up as a drop down choice. What do I need to do? My Manager specifically asked me to drive on a long trip to a customer and to expense the mileage.

  • Avatar
    Michelle Negrete

    Hello Annette,

    If a category does not show up when you create an expense, we recommend that you reach out to your company's Certify administrator. You will find their contact info by clicking on the Support tab while logged in to your account.

    Kindly,
    Your Certify Support Team

  • Avatar
    Troy Pliska

    I have a mileage expense category set to deduct normal commute (I actually have "from home" categories and "from office" categories, the later of which does not deduct)...when using a "from home (deduct)" category, and your commute is greater than the normal commute if calculates the difference and calcs it correctly...however if your trip is shorter than your normal commute, it calcs and reimburses you for the total trip...ie 15 mile normal commute, 14 mile trip, 14 miles used to calc the reimbursement....there must be a config setting somewhere to correct this...

  • Avatar
    Andrew McFarland

    Hello Troy, if the amount of miles entered for an expense are less than the standard commuter miles entered on the user's My Account page, there will not be a deduction in miles. A deduction will only occur when the miles entered are greater than the user's commuter miles.

    -Certify Support

  • Avatar
    Gailg

    Are we able to save destination addresses so we don't have to re-enter start address

  • Avatar
    Emma Gray

    Hello Gail, your destinations will be stored automatically in your account. You will see these in a drop down menu when you select both the To and From fields.

    -Certify Support

  • Avatar
    Mark Porter

    How do we delete destinations that are automatically stored? I want to remove several of them that keep showing up in my drop down menu.

  • Avatar
    Andrew McFarland

    Hello Mark, destinations will remain stored in your personal saved list for 180 days. After 180 days of inactivity, the destination will be removed. Unfortunately, users are not able to remove these saved entries manually.

    -Certify Support

  • Avatar
    Michael Beckerman

    After I add an expense for mileage, I often need to add tolls, parking and meals for the same trip. Is there a way to do this without retyping everything as a new additional expense?

  • Avatar
    Kaley O'Hara

    Hello Michael, You will need to add each expense item as a separate line item on the report. You cannot combine these items.
    -Certify Support

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