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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
    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
    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
    Enrique Dorado

    How can I reverse my expense report submitted for approval to make changes?

  • Avatar
    Allison Dickey

    Hello Enrique,

    Your expense report that is currently pending approval has already been viewed/opened by your approver which means you can no longer recall the report. You will need to contact your System Administrator for further assistance. I will email you with their contact information.

    -Certify Support

  • Avatar
    Scott Tschetter

    Is there anyway to add recurring mileage expenses or add multiple, identical trips which differ only in the date?

  • Avatar
    Allison Dickey

    Hi Scott,

    When clicking on the "To" or "From" field, you will see that locations you have used in the past are there for you to select. Unfortunately, you will need to add each trip individually as we do not currently have a way to create identical trips in Certify.

    -Certify Support