When using the Natural HR mileage feature you can support your claims by submitting Odometer readings which enable you to automatically calculate personal mileage and business mileage based on the submission of your business mileage claim.
You first need to enable the Odometer functionality in the expense settings page by going to
Administration > Company > Settings > Expenses > Expense settings
In the 'Mileage' section, select 'Yes' from the 'Enable odometer readings' option and then click on 'Submit' to save your changes
Adding an Odometer Reading
An employee can add an Odometer reading by going to
Self service > My requests > Odometer
and then click on the 'Add' button to submit a new odometer reading.
First use the date picker tool to select your 'Start date' and 'End date'
On this screen you will be prompted to add in the start date and end date that your Odometer readings were made on alongside the start and end readings for the Odometer during this period.
You can also support the above entries with an image of the Odometer to confirm the readings.
Once you have completed the above information you can use the Calculate option found in the Other actions menu to calculate the business and personal mileage for the period based on any submitted mileage claims made with the constrains of the start and end period. If you are using billable and non billable miles the system will also calculate the values for these independently enabling you to see both values in separate entry fields.
As this looks at any mileage claims already lodged when running this calculation it is always important to make sure you have lodged any relevant mileage claims that falls between the start and end period before submitting the final odometer reading using the submit button. To facilitate in adding these a link button at the bottom of the page will take you to the mileage claim screen. Please ensure to use the save button to save your odometer entry before swapping to the mileage screen however to avoid losing your entered information.
Once you have completed your entry you can either choose to either save your readings and come back to them at a later date, or submit your readings. If you choose to save your readings you can find the saved copies by going to:
Self Service > My Requests > Odometer Readings
Once submitted the Odometer will go through a standard expense approval process. By default this will go to the employees manager, however you can adjust the default approvers for this on the expenses settings page.
You can also use a custom approval workflow to create a more bespoke process for Odometer approvals if required. For more information on approval workflows please visit our supporting articles around workflow construction at the link below: