Adding Mileage to Expense Reports
Read the Procedure
- Start your trip expense report by filling in the header and clicking Save.
- Click New Expense and select the Mileage Expense Type.
- Enter the Transaction Date for the day you drove. Fill in the Purpose of the Trip. The next few fields will populate once you use the calculator tool, so leave them blank and click on Mileage Calculator. A popup will appear.
- Enter your starting address as Waypoint A and enter your destination as Waypoint B.
- Your recently used addresses will show as you begin typing.
- You can also see several pre-loaded addresses including popular campus locations, DIA, and our frequently used parking areas by pressing the spacebar.
- Click Calculate Route.
- Select a route from the list and, if the route in the map still does not reflect your actual route, you can drag the blue line until it does.
- Clicking Make Round Trip will enter Waypoint C as your return drive to Waypoint A.
- Check Deduct Commute and you’ll be prompted to enter your home and office addresses. Then check the Deduct Round Trip box to adjust for your normal round-trip commute.
- If this was a normal workday, whether or not you did go to work that day, check the Deduct Commute box
- If it was not a normal workday, maybe a weekend, don’t check the box.
- Click the Add Mileage to Expense button. You’ll notice the From Location, To Location, and Distance fields are now populated. Use the Comment field if you need to communicate any additional information. Then click Save.
- The expense is now added to your report and reflects your calculated reimbursable miles at the current mileage reimbursement rate.
- You can continue adding all your mileage expenses, separating them by the date you made the trips.
Note: To learn more about when mileage is reimbursable -- and when you should deduct a one-way or round-trip commute -- see the learning resources on the PSC website.