Within Natural HR you can submit a claim for mileage. To do this go to

Self Service > My requests > Mileage

and the click on the 'Add' button, or on the homepage, click on the 'What would you like to do?' button then 'Add mileage'

after which you’ll be taken through to the screen below

Complete the fields required on the report. 

Report Name: e.g. Mileage April 2018
Report description: can be left blank unless your company has requested this field is completed.
Claim units: Select Miles or KM depending on which your company uses. 

You can add up to 50 lines of mileage expenses to one claim. To add additional lines, click on 'Add line to add a single line or enter a number in the box as shown below and click 'Add multiple'. 

The additional fields will now appear for you to enter your mileage dates and journeys. 

Date – the date the mileage was incurred

From – the originating address or postcode

To – the destination address or postcode

Distance – if your company is using Google address lookup this will automatically populate based on the from and to postcodes entered. If not, this information will need to be manually entered. Your company may have provided a threshold at which you can override Google's distance field, otherwise, it will be locked and you will not be able to edit the distance.  

If your company is using the Natural HR Timesheets feature and Timesheet references and tasks have been set up, you may also see these on your mileage claims. In addition you may also see a 'Billable' field where you can select 'Yes' or 'No' based on whether this should be billable i.e. whether this needs to be charged to a customer. These may not appear depending on your company's settings.

To add a return mileage line, click on the icon shown below

This will add an additional line to the mileage claim with the From and To fields reversed as in this example

The 'Comments' box is optional unless your company has requested you expand upon the details of your journey e.g. "Visiting customer X". 

Once all of the information is complete select the 'Confirm' button. This will then take you to the screen below where you can tick the expense declaration and then click on the 'Submit for approval' button. Alternatively, click on the 'Save' button which will allow you to return to this claim and add additional lines at a later date and or time.

You will see the mileage claim listed here pending approval by the employee's manager, at this time the employee can 'View', 'Print', 'Edit' or 'Delete' the claim.

The Employee can also view all of their mileage claims by going to

Self Service > My requests > Mileage

Where they will see their mileage claims as listed above.

The employee's manager will receive a notification email informing them that an employee has submitted a mileage report which requires approval, and asks them to login and process this request. Once the manager has approved or declined the claim, the employee will receive an email telling them if their claim has been approved or declined.

Managers, Finance, HR and Admin level users can also edit claims by going to

Finance > Mileage

then they can click on the icon in the 'Actions' column, and then click on the 'Edit' action