How Do Employees Submit Mileage Reimbursement Claims?

Employees can submit mileage reimbursement claims directly from the employee portal without calculating the dollar amount themselves. A built-in mileage calculator converts kilometres travelled into a reimbursement amount using a per-kilometre rate.

To submit a mileage claim, log in to the employee portal and open Reimbursements from the navigation menu, then select New Claim.

1. Select a Category if your employer has configured expense categories (for example, a “Mileage” or “Travel” category).
2. Enter a Description that explains the business purpose of the trip.
3. Set the Expense Date to the date the travel occurred.
4. Choose a Payment Method: Add to Next Pay (included in your next payslip) or Separate Payment.
5. Tick Calculate from mileage. Two fields appear: Kilometres and Rate ($/km). The rate is pre-filled with the standard per-kilometre rate for your region. Adjust it if your employer uses a different rate.
6. Enter the number of kilometres travelled. The Amount field updates automatically to show the calculated total.
7. Optionally attach a Receipt (maximum 10 MB).
8. Select Submit Claim. The claim appears in your claims list with a status of Pending until your employer reviews it.

Default per-kilometre rates

The rate field is pre-filled based on your company’s region: $0.88/km for Australian companies (ATO standard rate) and $0.99/km for New Zealand companies (IRD Tier 1 rate). You can type a different value if instructed by your payroll administrator.

Manual amount entry

If you leave Calculate from mileage unticked, enter the reimbursement amount directly in the Amount field. This is suitable for non-mileage expenses such as meals or office supplies.

For information on how managers review and approve submitted claims, see How Do I Configure And Process Reimbursement Claims?