Mileage rates can use either a fixed calculation logic (fixed rate) or a variable calculation logic (stepped rate), setting up specific distance intervals at which the rate applies.
Go to Admin > Mileage rates.
Click Add new mileage rate.
Enter all the details, depending on the type of rate, either fixed or stepped.
Then, click Save to save the rate as a draft or store any changes or Activate to make the mileage rate available for application.
✏️ Note
Mileage rates cannot be used until they are activated. Make sure to activate the rate once you have entered all details.
Mileage rate configuration examples
Yokoy supports flexible mileage configurations to match your company’s reimbursement policies. The scenario is an additional reimbursement for passengers. Here is a common scenario and how it can be implemented:
A company reimburses employees €0.25 per kilometer for business use of their private car. An additional €0.05 per kilometer is paid if one or more passengers (e.g., colleagues) are taken along. This can be configured in two ways:
Option 1: Multiple mileage rates for different passenger counts
Create separate mileage rates to reflect the total reimbursement amount:
Mileage – €0.25/km
Mileage (+1 Passenger) – €0.30/km
Mileage (+2 Passengers) – €0.35/km
etc.
Option 2: Add-on mileage rate for passengers
Alternatively, you can also create an additional mileage rate for each additional passenger:
Passenger – €0.05/km
Employees submit two mileage entries for the same trip:
The base mileage rate (e.g., Mileage – €0.25/km)
A secondary entry for the passenger add-on (e.g., Passenger – €0.05/km)
✏️ Note
A mileage rate must be assigned to a policy for employees to use it.
Go to Admin > Policy and select the desired policy. Under Applicable mileage rates, select the rate(s) to apply. Click Save.
Once assigned, the rate will be available for applicable users when submitting mileage expenses.