Mileage claims let you record your travel expenses for reimbursement when using your own vehicle for work-related journeys. This guide takes you through the straightforward steps to submit mileage claims using Joy Pilot, ensuring accurate records and timely reimbursement.
Adding a New Mileage Claim
Navigate to Quotes: Click on the 'Business' tab in the top menu bar, then select 'Milage' from the dropdown menu. Alternatively, you can click the green plus (+) button and select 'Mileage'. This action will open a pop-up window for you to input the necessary data.
To create a new mileage claim, follow these steps:
Select Your Mode of Transport
Choose whether you are traveling by car, motorcycle, or bicycle.
Enter Travel Details
Select the date of travel.
Input the starting location and destination.
Add a description for reference.
Record the Distance
Enter the total distance traveled (e.g., 12 miles/km).
If the journey is a round trip, tick the round-trip box—this will automatically double the distance (e.g., 12 miles/km will become 24 miles/km).
Attach Supporting Documents (Optional)
If required, upload receipts or supporting documentation related to the trip.
Save Your Mileage Claim
Once all details are entered, click ‘Save’ to record the claim.
Understanding Mileage Reimbursement
Joy Pilot automatically calculates the reimbursement amount based on the mileage rates applicable in your country.
For example, in the UK, a claim for 24 miles at the standard rate may result in a £10.80 reimbursement.
Once submitted, your mileage claim will appear in the Mileage list, with the calculated amount shown in the ‘Claimed’ column.
Managing Mileage Claims
Once a mileage claim has been recorded, you can easily manage it using the following options:
Edit – Adjust details such as the date, distance, or description.
Duplicate – Quickly replicate a mileage entry for recurring trips (e.g., daily or weekly commutes). This updates the claim to today’s date for convenience.
Delete – Remove a mileage claim if no longer needed.
Reviewing and Processing Mileage Reimbursements
Your mileage claims are clearly displayed in the ‘Take Home Payments’ section, making it easy to see reimbursement amounts owed.
Summary
That’s everything you need to know about adding, managing, and reviewing your mileage claims in Joy Pilot. You’re now ready to record and track your travel expenses accurately and effortlessly! For more help on expenses or reimbursements, check out our additional articles on Expenses Management.