Creating a Mileage Expense

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Certify allows you to enter mileage for a personal vehicle driven for company business. The IRS sets annual allowable rates for standard business mileage as well as moving expenses and charitable work. Your company may also set additional custom rates and date ranges for other types of mileage reimbursements. This article shows you how to create a one-way or segmented mileage expense using the Add Expense function within an existing draft expense report.

One-Way and Round Trips

Step 1: On your account homepage, under My Expense Reports, select Drafts

Step 2: Under My Expense Reports, click the Name of the expense report you want to open.

Step 3: In the Add Expense box below the expense report, enter the expense information and select the appropriate mileage expense Category.

Step 4: When a mileage expense Category is selected, additional information is required. Enter the departure location in the From field, and the destination location in the To field. Select Map It! to have the mileage automatically calculated for you. Additionally, MapQuest will create a mileage map to use as a receipt when Map It! is selected. Click the checkbox for Round Trip to calculate a two-way distance. When all mileage information has been entered, click Save.

Please Note: Your company may have configured your mileage categories to subtract your commuter distance from the Map It! mileage. Your commuter distance can be entered on the My Account page Commute Distance. See also Creating a Mileage Expense with Commute Distance.

Step 5: The reimbursable amount will be automatically calculated based on your company's personal automobile use policy. To view the rate applied to your mileage expense, click the arrow (>) in the Details column for the mileage expense line.

Segmented Trip

Step 1: In the Add Expense box below the expense report, enter the expense information and select the appropriate mileage expense Category.

Step 2: When a mileage expense Category is selected, additional information is required. Enter the departure location in the From field, and the destination location in the To field. Select Map it! to have the mileage automatically calculated for you. Enter all remaining information in the fields provided, deselect Round Trip, and select Add Segment for a multi-stop trip.

Please Note: Your company may have configured your mileage categories to subtract your commuter distance from the Map It! mileage. Your commuter distance can be entered on the My Account page Commute Distance.

Step 3: The first segment of the trip will be added to the expense report and the expense information for the next segment of your trip will be partially completed in the Add Expense box. Enter the destination in the To field, select Map It!, and edit other details as needed. Select Add Segment to add another segment to your trip or click Save to complete the trip. 

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Comments

  • Avatar
    Enrique Dorado

    How can I reverse my expense report submitted for approval to make changes?

  • Avatar
    Allison Dickey

    Hello Enrique,

    Your expense report that is currently pending approval has already been viewed/opened by your approver which means you can no longer recall the report. You will need to contact your System Administrator for further assistance. I will email you with their contact information.

    -Certify Support

  • Avatar
    Scott Tschetter

    Is there anyway to add recurring mileage expenses or add multiple, identical trips which differ only in the date?

  • Avatar
    Allison Dickey

    Hi Scott,

    When clicking on the "To" or "From" field, you will see that locations you have used in the past are there for you to select. Unfortunately, you will need to add each trip individually as we do not currently have a way to create identical trips in Certify.

    -Certify Support

  • Avatar
    Janna Burkett

    I manually entered in my mileage as the route shown when I used the "Map It" function showed a different route, but how do I submit a receipt for this?

  • Avatar
    Jillian McLeod-Tardiff

    Hi Janna,

    Certify's MapIt! feature will create a map of the fastest route between your From and To locations. If needed, you can manually edit the number of miles you drove. I will reach out directly to see if there's anything else we can do to help.

    -Certify Support

  • Avatar
    Mike McKee

    I use Mileiq to track and report my milage. Can I import this information or scan and add the report from them to submit it?

  • Avatar
    Kaley O'Hara

    Hello Mike,

    Certify has a built in mechanism to map the number of miles between two entered addresses. This is how we would suggest entering mileage. However, your company may have another format in which they accept mileage, such as uploaded scans from MileIQ. I will reach out to you via email to provide you with contact information for your system admin.

    -Certify Support

  • Avatar
    Jhuneck

    How do i enter my mileage after i have already submitted and my per dime and hotel were approved for the peer review, so the report has been archived so i cannot open the draft.

  • Avatar
    Jillian McLeod-Tardiff

    Hi Jameela,
    Unfortunately, you cannot edit Archived expense reports. You'll need to contact your company's internal Certify System Administrator for help. You can find their contact information by clicking Support at the top of your page. I'll reach out directly via email for more information.

    -Certify Support

  • Avatar
    Ncis81
    Edited by Ncis81
  • Avatar
    David Aviles

    map quest mileage map is not operational in the caribbean region and is unable to calculate mileage to and from. how do you reset the map quest app integrated into certify?

  • Avatar
    Kamara McGlorn

    Hello David,

    Thank you for contacting Certify Support. We have followed up with you via email to better assist you.

    - Certify Support

  • Avatar
    Adam David

    how do i add a mileage expense if I dont have a "draft report?"

  • Avatar
    Joel Hatfield

    Hello Adam,
    The only other place to create a mileage report besides a draft report is in your Certify Mobile app by clicking on Add Expense at the top. I will reach out directly to see if there's anything else we can do to help.

    -Certify Support