Mileage and per diem

Claim distance driven for work at your rate per vehicle, and daily allowances on business trips, with part days and meals provided taken off.

Mileage and per diem are part of the Standard plan and above. They go into reports, approvals and your books like any other expense, and they don't need a receipt.

Set them up (admins)

Open Settings > Mileage & per diem.

Mileage

• Choose kilometres or miles.
• + Add a rate for each vehicle, for example Car or Two-wheeler, with its rate for each km or mile.
• To change a rate from a date, add the same vehicle again with a From date. Trips before that date keep the old rate.
• Books to: the expense account mileage goes to. Mileage (6113) is made for you.

Per diem

• + Add a location for each kind of place, for example Metro city, Other city or USA, with the amount for a full day. A rate can be in another currency.
• First day % and Last day %: the part of the daily amount paid on the first and last day of a trip (75% by default). A one-day trip pays the first-day percent.
• Meals provided: the percent taken off for each breakfast, lunch or dinner the business or the host paid for.
• Books to: Per Diem Allowance (6114) is made for you.

Turn either one off with its On switch.

Claim mileage

1. Click Mileage on Expenses, or choose Mileage at the top of a new expense.
2. Choose the date and the vehicle, and type where you went from and to.
3. Type the distance, or choose Odometer readings and enter the start and end readings.
4. Turn on Return trip to double the distance.

The amount is the distance times the vehicle's rate on that date. It's worked out as you type. You can attach a photo of the odometer.

Claim per diem

1. Click Per diem on Expenses.
2. Choose the location and the first and last day of the trip.
3. Enter how many breakfasts, lunches and dinners were provided.

Example: 3 days at 1,000 a day pays 750 + 1,000 + 750 = 2,500. With one dinner provided (50%), 500 is taken off, so 2,000 is claimed.

Policies

In Settings > Policies, Mileage a day sets the most distance a person can claim on one day. A mileage or per diem expense is never flagged for a missing receipt. See Expense policies.