Admins can limit mileage rates for users based on user properties, streamlining the process and minimising errors.
By predefining mileage rates, employees no longer need to manually select the appropriate rate—ensuring accuracy and efficiency. The correct mileage rate is automatically prefilled, making the process seamless and compliant.
Use cases:
- Vehicle type or engine size: Easily manage rates based on vehicle characteristics, ensuring compliance with country-specific regulations like those in France 🇫🇷, Ireland 🇮🇪, Italy 🇮🇹, Poland 🇵🇱, Sweden 🇸🇪, and UK 🇬🇧 (VAT reclaim).
- ESG Reporting: Track vehicle types for sustainability reporting and align with environmental, social, and governance goals.
- Company cars vs. private cars: Differentiate rates based on whether the vehicle is a company asset or privately owned.
- Historic employment contracts: Differentiate rates for employees with varying contract terms.
How to limit mileage rates to users
Consider the example of a company that reimburses employees for business trips, regardless of whether they use a private car or a company car. However, the reimbursement rates differ. Employees using a company car are reimbursed at a rate of €0,20 per kilometer, while those using their private cars receive €0,35 per kilometer.
Create a user property
1. Go to Admin settings > Users page.
2. Open a (random) user profile
3. Go to Details.
4. + Add property.
4. Fill in the property name and code (optional) and select type List.
5. Check the box Link to mileage rates.
6. Add the required list items, i.e. the different possible vehicle types/categories/… and save.
7. Fill in the correct property item for all users manually, via excel upload or user integration.
Link to mileage rate
1. Go to Admin settings > Users page.
2. Open the mileage rate you want to limit.
3. Select the vehicle type/category this mileage rate should be limited to. Do this for all mileage rates you need.
In this example, user with the user property ‘Company car’ will get the company car mileage rate, while users with the user property ‘Private car’ will get the private car mileage rate.