How-to: set mileage rates and track tax on Distance expenses

Isabela Stisser
Isabela Stisser Expensify Team, Expensify Student Ambassador Posts: 200 Expensify Team
edited November 2023 in How-to Docs

Group admins can set multiple mileage rates and a default category in the “Distance” section of the group policy settings. To get there, go to Settings > Policies > Group >[Policy Name] > Expenses. You will also be able to choose whether to use miles or kilometers as the unit. 

Individual users can set their individual mileage rates from Settings > Policies > Individual > [Policy Name] > Expenses. From here, the same settings will show and they will also be able to choose whether to use miles or kilometers as the unit.

In both Individual and Group settings if a rate is toggled off it is immediately disabled. This means that users are no longer able to select it when creating a new distance expense.

Be mindful that if only one rate is available then this rate will be toggled on by default.

If your company is tracking tax in Expensify you can also track tax on distance expenses. The first step to enabling tax on distance expenses is enabling tax on the policy. You can do this by going to  Settings > Policies > Group >[Policy Name] > Tax.

Once Tax is enabled on a policy level you will see the option to Track Tax in the Distance section of the policy settings. If tax is disabled on the policy the Track Tax toggle will not display.

When Track Tax is enabled you will need to enter additional information to the rates you have setup, this includes the “Tax Reclaimable on” and “Tax Rate” fields. With that information Expensify will work out the correct tax reclaim for each expense.

If you enable tax, but don’t select a tax rate or enter a tax reclaimable amount we will not calculate any tax amount for that rate. If at any point, you switch the tax rate or enter a different reclaimable portion for an existing distance rate, employees will need to re-select the mileage rate on expenses for the tax amount to update according to the new values.

Here is an example of how the setup would look like supposing you are in the UK, reimbursing employees at the official HMRC rates and reclaiming 20% VAT on fuel (based on the vehicle’s engine):

Important note: Expensify won’t automatically track cumulative mileage. If you need to track cumulative mileage per employee we recommend building a mileage report using our custom export formulas.

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