GPS Mileage Tracking via TripLog
Emburse has partnered with TripLog to provide GPS mileage tracking services. Certify has finished the integration with TripLog, and now our existing client base can enjoy a streamlined, 100% accurate, mileage capturing process.
TripLog provides software (and optional hardware) that allows travelers to automatically track their mileage while driving through GPS. TripLog works through a mobile phone app to capture the data, which synchronizes to the user’s Certify Wallet with the click of a button. For users who prefer not to use a mobile app (to mitigate cellular data usage), TripLog offers in-car hardware to track mileage (at an additional cost per device).
Much like the Certify Mobile app, users will utilize the TripLog mobile app to capture mileage data, then send the completed trip data to their Certify Wallet, where it can be added to an expense report.
To start a trip, users will simply open the TripLog app and click the Play button.
Users can then choose between using GPS Tracking, manual mileage entry, or importing trip data from their calendar.
If GPS is selected, the trip starts and the app will give you progress indicators as you drive.
Once the trip is complete, the user can tap the stop button and will be brought to the confirmation screen to make final edits and save.
Users can also add notes, which will import to the Reason field in Certify.
Once saved, the trip will appear on the user’s TripLog home screen.
Users can send the mileage data to Certify by opening the menu and tapping Send to Certify.
Tapping Send to Certify will bring the user to a summary page, where past trips and mileage totals will be displayed.
Please Note: The app will keep a running tally of all trips in a given month, but only new trips will be sent to Certify.
The user will then see a success message when synchronization is complete.
The synchronized mileage data will import to the user’s Certify Wallet, where it can be edited or added to an expense report.
The Source column will indicate the transaction imported from TripLog, as well the Description. You’ll notice the amount will import as $0.00. That’s to be expected! Once the user selects the applicable Mileage category, Certify will multiply the category’s mileage reimbursement rate by the number of miles sent from TripLog.
The expense Date, Travel From, Travel To, Miles, and Reimbursement Status will automatically be set to read-only for any mileage expense which imports from TripLog. Users will not be able to edit these details, ensuring they will be paid exactly what they drove. Users will also not be able to save the expense as anything other than a Mileage expense.
The same is true when a user attempts to edit the expense in an expense report. The aforementioned fields will be set to read-only. Additionally, users will not be able to change the receipt image.
Within the expense report, users and approvers will see Imported via TripLog in the Details column, indicating the expense imported directly from TripLog (vs. a MapIt! expense or a manually created Mileage expense).
Within Analytics, Accountants will be able to track TripLog expenses through a Custom Report. We’ve added the column Receipt Source to the Custom Report Builder. This column will track how a receipt imported to Certify. TripLog expenses will display TripLog in the Receipt Source column, indicating the expense is a legitimate TripLog import.