🌐 Web | 👤 Admin with Company settings permissions
To allow employees to submit mileage expenses in Yokoy, you need to enable the functionality and configure certain settings.
Enabling mileage expenses
Before you can set up mileage rates, you need to enable mileage expenses for the company:
Go to Admin > Company settings.
In General, select the Distance measure
(either in kilometers or in miles).
In Expense report definition, enable mileage expenses.
Choose where employees can access mileage
(e.g., navigation bar, trip creation, mobile app).
Click Save.
Configuring mileage expenses as single reports
Once enabled, configure how mileage expenses are created in the company:
Select the Mileage counter reset date:
Monthly: resets the employee’s accumulated mileage at the end of each month (30th).
Annually (calendar year): resets the employee’s accumulated mileage at the end of the year (31st December).
Set a default location in Saved addresses for trips and mileage.
To calculate distances automatically:
Enable Notify Google Maps distance threshold exceeded and set a threshold to alert users if distances are manually edited.
Enable
Allsearch types for flexible location input (i.e. full addresses, establishments, cities, etc.).
🚧 Caution
Switching from annually to monthly resets all accumulated mileage.
Configuring mileage expenses in trips
Mileage can be automatically calculated as part of a trip. You can set the minimum distance that employees must travel before mileage expenses are created as part of a trip.
To set up mileage expenses as part of a trip:
Go to Admin > Company and enable mileage expenses by clicking Trip.
Choose the mileage counter reset date (monthly or annually).
Enter the minimum distance to apply mileage rates.
Set the default location in saved addresses for trips and mileage.
If you want to automatically calculate distances (optional):
Place search type for flexible location entry.
Select Notify Google Maps distance threshold exceeded with a threshold value to alert users if distances are manually edited.