How to Set Up and Create Mileage Expenses in Declaree

Mileage claims in Declaree make it easy to track and get reimbursed for business travel. Whether you’re using a private or company vehicle, Declaree calculates distances, applies the correct rate, and even helps with CO₂ reporting.

This guide walks you through everything—from setup to submission—with helpful tips along the way.

Step 1: Configure the Mileage Functionality (Admins)

Mileage tracking is available by default in Declaree. Admins can configure mileage rates and select the mode of transport, such as driving or biking.

Need more detailed options? You can choose to enable the Mileage Template Module as an add-on. This paid module lets you configure mileage rates based on:

• Vehicle ownership (e.g. private vs. company car)

• Vehicle type (e.g. car, motorcycle)

• Engine size and fuel type

💡 Mileage rates are typically updated quarterly—keep an eye out for changes to stay compliant.

Step 2: Create a Mileage Claim (Users)

Once the module is enabled, users can submit mileage expenses through the Declaree web or mobile app.

On the Web:

1. Go to Add expense and select Add mileage.

2. Enter:

   • A short description (optional)

   • The date (auto-filled with today’s date)

   • Your starting point and destination

   • (Optional) Any detours via the Add destination button

   • Select round trip if you took the same route back

   • Choose the appropriate mileage rate, if multiple are available

Google Maps will automatically calculate the total distance.

In the Mobile App:

1. Tap Mileage when adding a new expense.

2. Fill in:

   • Description of the journey

   • Distance (calculated after entering start and end points)

   • Add extra stops if needed with Add

   • Select Round trip if it applies
     

✅ Pro Tip: Travel the same route often? Select multiple dates to save time by submitting the same mileage claim for several days at once.

Step 4: CO₂ Emission Calculation (Optional)

If your organization tracks environmental data, Declaree can calculate CO₂ emissions automatically. Just enter your vehicle’s license plate, and the system uses official data to estimate emissions based on distance.

👉 Learn more about the CO₂ module

Step 5: Submit for Approval

Once your mileage claim is complete, submit in a report for review. Your manager or finance team will review the details before approving the reimbursement.

Step 6: Reporting for Admins

Admins can generate detailed mileage reports, including CO2 emissions data. These reports support compliance audits and internal reviews.

👍 Helpful Tips

• Set a default license plate in your profile for quicker submissions.

• Stay updated on mileage rates—Declaree reflects regulatory updates, typically every quarter.
  

By following these steps, you can ensure accurate mileage tracking, faster reimbursements, and full compliance.