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Mileage Reimbursement Rates

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Personal automobile use reimbursement rates allow employees to be reimbursed for company use of their automobiles. Certify Administrators have the option to use the suggested IRS mileage rates or a custom rate based on company policies. This article shows you, as a Certify Administrator, how to create and edit both the default and custom mileage rates and apply the rates to mileage categories.

Certify updates default mileage rates annually according to the IRS on January 1. 

On your account homepage, select Configuration and then select Personal Automobile Use Reimbursement.

Create a New Mileage Reimbursement Rate

Step 1: Click Create a New Rate.

All accounts will be defaulted to the suggested IRS Mileage reimbursement rate. To assign a category to the default rate or to edit this rate, skip to the Edit a Mileage Reimbursement Rate area. 

Step 2: Enter the rate information. Each field is described below:

Rate Name - Name of the rate

Expense Category - The mileage expense category the rate should be assigned to

Rate Details - Certify provides the suggested IRS Business, Medical and Moving, and Charitable rates

Custom Rate of: Any other rate you need to enforce. Enter the rate amount, the rate currency, and then select Miles or Kilometers from the drop-down menu.

Certify provides the option of a secondary rate only enforced after a certain distance has been traveled. Be sure to connect it to a dedicated expense category for this mileage scenario.

Step 3: Once you are finished entering the rate information, click Save Rate.

Edit a Mileage Reimbursable Rate

Step 1: Click the edit (pencil) icon next to the rate you want to edit.

Step 2: Edit the rate information as needed.

 

Be sure to note the effective date. This may need to be back-dated for users who have not yet entered their mileage expenses.

Step 3: Once you are finished, click Save Rate.

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Comments

  • Avatar
    Christopher Pless

    Does certify track the rates of Canada? It would be helpful has the rate is different in each province.

  • Avatar
    Drew Patterson

    Hello Christopher,

    Certify currently only automatically updates the United States Federal rates as they change over time. If you wish to enter a different reimbursement rate, enter a Custom Rate. We will certainly consider your suggestion for Canada for the future.

    Regards,
    -Your Certify Support Team