🌐 Web📱 Mobile | 👤 Submitter, Finance
In many countries, distance traveled with personal or corporate vehicles is a valid business spend. The most common way to reimburse mileage costs is to calculate the distance traveled and assign a corresponding rate per kilometer (or mile), giving the total amount to be expensed. You can be reimbursed for your mileage costs using mileage expenses.
✏️ Note
Mileage expenses are only visible if allowed by your company policy.
Choose a mileage expense
The process for creating a mileage expense depends on whether you use the mobile app or the web app.
In the Mobile app
Open the Yokoy mobile app and tap the three vertical dots symbol in the lower right corner. Tap the car icon to create a mileage expense.
In the Web app
Open the Yokoy web app. Click the car icon on either the top of the screen in the
My tasks menu, or on the left taskbar.
Enter and validate the mileage expense information
The next step is to enter and validate all the mileage expense information. If you enter a start and end location for your car trip and click Calculate distance, Yokoy can automatically calculate the distance in kilometers or miles, as appropriate.
For greater precision in automatic mileage calculation, you should enter exact addresses as the departure and arrival locations rather than an approximate location (i.e. Zurich city).
The route used to calculate the distance is shown on the map. A return journey can be simulated in mileage expenses by selecting the Round trip (double distance) checkbox, which simply doubles the distance calculated between the start and end location.
For auto-calculated distances, you can manually override the distance by entering the number of kilometers (miles) in the Distance (one way) field. However, your company may flag any manual entries that exceed the automatically calculated distance by a given threshold.
✏️ Note
The fields marked with an asterisk indicate required information. If left empty, you can’t submit the expense.
Mileage expense fields
Field | Description |
Business purpose / description* | Description to help you identify the mileage expense. For example, the destinations or name of the customer visited. |
Mileage rate* | By default, set by your company policy. |
From (address)* | The starting location of your car trip. |
To (address)* | The end location of your car trip. |
Distance (one way)* | Number of kilometers or miles to be used to calculate the mileage expense. |
Date* | The date on which the car trip occurred. |
Tax | If your company has set up a VAT rate associated with the mileage rate, the amount of tax applicable on the mileage expense. This is automatically calculated by Yokoy based on the mileage rate. |
Cost objects* | The cost object to which this expense belongs. |
Additional categories | If your company has configured additional categories for you to classify your expense in, you can select them here. |
Add supporting documents | Add additional documents, such as project orders to justify the expense, if necessary. |
Comment | Include a comment if necessary. |
✏️ Differences in distance calculation
Yokoy uses the Google Maps Directions API to calculate the distance, taking the most efficient route when calculating the mileage. There may be a slight variation in the distance calculated due to other factors such as exact or approximate address of the departure and arrival locations, traffic on-route, route complexity, etc.
Delete, save or submit the expense report
After filling out all required information, there are three options how to proceed:
Click Delete if you would like to delete the entire expense report.
Click Save if you want to save the expense report and come back at a later time to finalize it.
Click Submit if you want to submit the expense report.
You can find your submitted mileage claims in Submitter > Single expenses menu.
Until exported and paid out, you can at any time recall the expense report, change it and resubmit it.
💡 Tip
To obtain further information about expense warnings, see Notifications in expenses. For an overview of expense status, see What do the different statuses in Yokoy mean?