Documentation
Mileage Rates
Mileage Rates provide the governed rate used by Mileage-type employee claims, including maximum distance-per-day controls and historical rate snapshots.
Purpose
Create Mileage Rates before employees enter Mileage-type claims. Rates are organization-scoped and effective-dated so the historical claim retains the rate that applied on the travel date.
Save and Close
Save validates the Mileage Rate and returns to the Mileage Rates list. Close leaves the record without performing a new save.
Rate Code and Rate Name are required, Vehicle Type is required, and Rate Per Unit must be greater than zero.
Mileage Rate fields
| Field | Requirement | Meaning |
|---|---|---|
| Rate Code | Required | Stable rate identity. |
| Rate Name | Required | Readable rate description. |
| Vehicle Type | Required | Configured vehicle class such as Two Wheeler, Car or Other. |
| Distance Unit | Default KM | Unit used by both rate and claim distance. |
| Currency | Default INR | Rate/claim currency must match. |
| Rate Per Unit | Required > 0 | Amount multiplied by distance. |
| Maximum Distance / Day | Optional | Daily aggregate distance cap for the same rate/date. |
| Active | Control | Whether rate is available for current use. |
| Effective From / To | Validity control | Travel date must fall within the effective period. |
How claims use the rate
Selecting a Mileage category opens Mileage Details on My Expenses. The user selects an applicable rate and enters distance/trip information.
The server validates Organization, Travel Date, Vehicle Type, Distance Unit and Currency, enforces Maximum Distance / Day when configured, calculates Distance x Rate Per Unit and stores the rate snapshot on the line.
Good practice
- Use a new effective-dated rate when reimbursement changes rather than rewriting the old historical rate.
- Keep vehicle types and distance units consistent with policy wording.
- Set a Maximum Distance / Day only when the business truly requires that control.
Related pages
Frequently asked questions
Can an employee type a different rate on the claim?
The claim calculation is validated against the selected configured rate and the saved line retains the rate snapshot.
What happens if the travel date is outside the rate period?
The rate is not valid for that line and the claim cannot rely on it for posting.