Add a journey

A journey is one trip you are claiming mileage for. You give it a date and a purpose, enter where you went from and to, and MileageSheet works out the driving distance and the amount from your vehicle and the scheme’s rates. The amount goes onto your monthly sheet.

Before you begin

You hold the Employee role, and you are looking at a sheet whose status is Draft. Submitted, Approved and Processed sheets cannot be edited.
You have a vehicle recorded that was in effect on the date of the trip. A car or van needs an engine size in cc. See Record a vehicle, workplace and scheme.
The date is today or earlier. Activity dates cannot be in the future.

Add the journey

Open Sheets, choose Open on the month, and select the Mileage tab.
Choose New.

A three-step form opens: Details, Route, Template.
In Details, check Departure and Return. They are filled in with today’s date. Enter the Purpose. Reference is optional. Choose Next - Route.
In Route, type the Origin and choose a place from the suggestions. Do the same for the Destination. To stop somewhere on the way, choose Add waypoint.

A line appears on the map, and the distance is shown, for example “13.3 km”. The note under it says “The line is the driving route between these stops.”
If the route needs correcting, enter a whole number in Distance adjustment (a negative number reduces it). A reason is then required.
Choose Finish. You can finish from the Route step. Step 3 is optional.

You return to the Mileage tab with the message “Saved.” The journey is in the table with its date, route, purpose, distance, rate and amount. The Mileage total and the Sheet total at the top have both increased.

Save the route for next time

In step 3, Template, tick Save template and give it a Template name. Next time you can add the same trip without typing the places. See Use templates and suggestions.

You can also set Repeat to Daily, Weekly, Monthly or Yearly. Each date is then added as a suggestion on that month’s sheet, and it becomes a claim only when you add it. A future date waits until that day.

How the amount is worked out

The distance is the driving distance, rounded to one decimal place, plus or minus your adjustment. That is the qualifying distance.
The rate depends on how much you have claimed so far this company year, your vehicle’s kind and engine size, and the trip date. If a trip crosses a rate band, the journey shows each part with its own rate.
Amounts on a Draft sheet are provisional. They are worked out again when you submit. See How mileage is calculated.

What happens next

The journey belongs to the sheet’s current month and stays editable until you submit. To remove it, choose Open on the journey and delete it. You can only delete a journey that has never been in a submitted sheet.

When you are ready, submit the sheet.

Common issues

“A whole engine capacity in cc is required before a mileage amount can be calculated.”

The vehicle in effect on the trip date has no engine size. Open your Vehicles tab (People, then your name), add a vehicle with the engine size and an effective date on or before the trip, and try again. If you are an Administrator adding a journey to someone else’s sheet, it is that person’s vehicle that matters.

“Activity dates cannot be in the future.”

Choose today’s date or an earlier one. A trip that has not happened yet cannot be claimed.

“This activity date is outside the backdating limit.”

Your company limits how far back a claim can be dated. Ask an Administrator, who can override it with a reason, or who can change the limit under Company settings.

“A reason is required for a distance adjustment.”

Enter the reason in the field that appears after you set an adjustment. The reason is shown to the approver.

A warning appears for the adjustment

An adjustment larger than the scheme’s threshold (10 km in Ireland, 10 miles in the UK) raises a warning. You can still submit, but you must explain it. See Explain a warning.

“A map key is not configured”

The route map is not available, so no distance can be calculated. Contact your Administrator.