Customizing Mileage Rates in Expensya

Updated 1 month ago by Rim Ferchichi

As an admin, you can configure mileage rates for your employees using two primary options:

1. Country-Based Configuration
2. Attribution-Based Configuration

Country-Based Configuration

This option allows you to set mileage rates based on a user's country. Follow these steps to configure mileage rates:

1. Access Mileage Rate Configuration: Navigate to the mileage rate configuration interface.

   

2. Add a Country to the List by click on Edit this list to add the country you want to configure.

Choose one of the following options:

• If country rates are already configured for the selected country, they will automatically apply to all users in that country by default. However, you can customize them if needed.
• If no country rates are configured, you can set up a custom rate for the selected country.

1. View and Configure Vehicle Types : After selecting a country, you can view and configure all regulated vehicle types for that country.

   

Attribution-Based Configuration

This option allows you to assign specific mileage rates to one or more users based on custom attributes such as fields, projects, or groups. Here's how you can activate and configure this functionality:

• Activate the Functionality

1. From the Admin tab, go to Global Settings.
2. Click on Expense and activate the feature "Configuration of mileage expense".
3. Save your changes.

   

• Configure the Functionality

1. Navigate to Rates and Vehicles > Mileage Rates from the sidebar menu.
2. Click on the + button to add a new configuration.
3. Provide a title for the configuration, select its element type, and click Confirm.

   

4. Set the year, vehicle type, pricing, and scale currency, then save the configuration.

• Assign the Configuration

To a Single User

1. Go to Admin > Users and Access > Users.
2. Find the user you want to edit, double-click their line, and update their profile.
3. In the Others section, select the desired mileage rate configuration.
4. Save your changes.

To Multiple Users or Groups

1. Go to Admin > Users.
2. Select multiple users, then click on Actions > Multiple Edit Users.
3. Configure the mileage rate and save.

Delete a Mileage Rate

1. From Admin > Rates and Vehicles > Mileage Rates, click on Edit this list.
2. Use the trash icon next to the scale you want to delete.

Mileage Configuration and Rate Prioritization

Expensya determines the applicable mileage rate based on the following hierarchical structure:

1. Attribution-Based Configuration by Element Type (Custom Fields, Projects):
   • The highest priority. If a mileage claim is linked to a custom field or project with a specific rate, that rate will be applied.
2. Attribution-Based Configuration by Element Type (User/Groups):
   • If no project-specific rate exists, the system checks for rates configured for the user or their group.
3. Country-Based Configuration for a Specific Country:
   • If no user/group-specific configuration is found, the system applies the company-set country-specific rate.
4. Country-Based Configuration Default:
   • This is the fallback configuration applied to users in countries without specific setups.

Configuration Per Period

• After identifying the applicable configuration, the system checks for period-specific rates (e.g., annual or quarterly).
• If no period-specific rate is found, the next configuration level is used.

Prioritization of Rates

• Once the configuration is identified, the system verifies if a rate is defined for the vehicle type used in the mileage claim. If no rate is found, the mileage claim is blocked.

Blocking Mileage Claims

Expensya blocks mileage claims in the following scenarios:

1. No Rate Configured for the Vehicle Type:
   • The vehicle type used does not have a defined rate in the applicable configuration.
2. No Rate Configured for the Selected Period:
   • The period of the mileage claim lacks a configured rate.
3. Unsupported Vehicle Type for the User's Country:
   • The vehicle type is not supported in the user's country due to regulatory changes or country updates.

By following these guidelines, you can ensure accurate and efficient mileage rate configuration for your organization using Expensya.

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