Mileage Settings¶
Configure mileage reimbursement rates and GPS tracking for your organization.
Accessing Mileage Settings¶
- Click Admin in the sidebar
- Click Mileage Settings
- Configure options and save
Admin Role Required
Only organization Admins can access mileage settings.
Country-Specific Rates¶
Expensed supports mileage rates for multiple countries:
United States (IRS Rates)¶
Standard IRS mileage rates apply:
| Category | 2024 Rate |
|---|---|
| Business | $0.67/mile |
| Medical | $0.21/mile |
| Charity | $0.14/mile |
| Moving | $0.21/mile |
France (Barème Kilométrique)¶
French mileage rates based on vehicle fiscal horsepower (CV) and annual distance.
Configuration Options¶
Rate Type¶
| Option | Description |
|---|---|
| IRS Standard Rate | Use current IRS rate (updated annually) |
| Custom Rate | Set your own per-mile rate |
Custom Rate¶
If using custom rate:
- Toggle Use Custom Rate on
- Enter rate per mile (e.g., $0.55)
- Rate applies to all mileage expenses
Mileage Category¶
Select default category for trips:
- Business - Standard business travel
- Medical - Medical appointments
- Charity - Charitable organization work
- Moving - Job-related relocation
GPS Tracking Mode¶
Choose how employees record mileage:
Manual Entry Only¶
- Employees type addresses manually
- No GPS verification
- Low verification level
- Good for trusted employees
Start/Stop Verification (Recommended)¶
- Employee clicks Start at origin
- Drives to destination
- Clicks Stop on arrival
- GPS captures coordinates and timestamps
- Medium verification level
- Verifies employee was at both locations
Best Practices¶
For Accurate Tracking¶
- Enable Start/Stop Verification for accountability
- Use IRS Standard Rate for tax compliance
- Set Business as default category
For Simplicity¶
- Use Manual Entry for quick logging
- Set a Custom Rate if company policy differs from IRS
Saving Settings¶
- Configure all options
- Click Save
- Changes apply to all new mileage entries
- Existing entries are not affected
Next: Budget Management →