Creating a mileage claim

You can create and submit mileage claims for work-related trips. If you had to travel to specific points during a single trip and this resulted in increased mileage, you can enter separate legs

To create a mileage claim, follow the steps below.

On the Expend dashboard

  1. Click My Expenses, click + New Claim and select Create a Mileage Claim
  2. Enter the date of the trip, select the vehicle used, and select the appropriate mileage rate. 
  3. In the Leg origin and Leg destination fields, enter part of the address or the postcode and select the appropriate item from the results returned. 
  4. Check that the distance that is automatically calculated is correct. If not, you can edit it.
  5. Optional: Enter client and tracking information and a note.
  6. Optional: To add more legs, click Add Leg. The new leg origin is automatically set as the destination of the previous leg. To remove trip legs, click the 🅧 button.
  7. To add attachments such as a receipt, click the upload area on the right and select the files (or simply drag and drop files here). You can add as many attachments as necessary.
  8. Click Save.
  9. Optional: If your claim is ready to be reviewed, click Submit.

In the Expend app

  1. Tap Expenses, tap the ➕ button, and then tap Mileage Claim.
  2. Select the date of the trip, select the vehicle used, and select the appropriate mileage policy. 
  3. In the From and To fields, enter part of the address or the postcode and select the appropriate item from the results returned. 
  4. Check that the distance that is automatically calculated is correct. If not, you can edit it: tap Show More and edit the Distance field.
  5. Optional: Tap Show More and enter client and tracking information and a note.
  6. Optional: To add more legs, tap the ➕ button and select Leg. The new leg origin is automatically set as the destination of the previous leg. To remove trip legs, click the red trash icon.
  7. To add attachments such as a receipt, tap the ➕ button and select the item you want to attach. A map showing the route is automatically generated and attached.
  8. Optional: If your claim is ready to be reviewed, tap the Ready for Review checkbox.
  9. Click Save.

Submitting a mileage claim for review

  • On the dashboard: Open the mileage claim and click Submit in the top right corner.
  • In he Expend app: Open the mileage claim, tap the Ready for Review checkbox so that it’s selected, and tap Save.

After submitting the mileage claim, you can still make changes until it has been reviewed. However, you can no longer delete the mileage claim.

Updating a mileage claim

You can make changes to a mileage claim until it has been approved or rejected.

  • On the dashboard: Open the mileage claim, click Edit in the upper right corner, make the necessary changes, and click Save.
  • In the Expend app: On the Expenses screen, tap the mileage claim to open it, make the necessary changes, and tap Save.

Deleting a mileage claim

You can delete a mileage claim if it hasn’t been submitted for review.

  • On the dashboard: Open the mileage claim, click Edit in the upper right corner, click Delete, and confirm.
  • In the Expend app: On the Expenses screen, swipe from right to left on the mileage claim and tap the red trash icon.

Note: Continuous trips

A single mileage claim can contain multiple legs, but they must be continuous. This means, for example, that the destination of leg 1 must be the origin of leg 2. In other words, a new leg must resume from where the previous leg ended. When you add a leg, Expend will automatically set the origin to be the same as the destination of the previous leg. The Expend app also updates the origin when you delete a leg.

If you unexpectedly get a “non continuous trip” alert when saving a claim, please ensure that there are no breaks between legs. If, for some reason, you've made a journey where you drive to one destination but drive back from another, you should create a separate mileage claim.

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