Mileage

The Mileage tab is used to record the mileage details related to expenses incurred when a traveler uses their personal vehicle as transport during a trip. You can add multiple records within this transaction tab, if needed. If you need to record the mileage for multiple stops within a single trip (for example, point A to point B to point C to point A), you must add three different lines in the Mileage tab (one for point A to point B, one for point B to point C, and one for point C to point A). A Mileage record is only required if the parent Trip Details record’s Expense Type correlates to a record on the Expense Type table that has the Mileage Related Expense flag checked.

The following fields are required, if a record is inserted on this tab:

Date
Start Location
End Location
Mileage

If the Default Mileage Start Location flag on the Travel Administration (TRADM) page is checked, then the Start Location field is automatically populated by inferring the address from the Traveler line. The separate values within the Traveler line’ address fields (Address Line 1, City, State, Zip, and Country) are concatenated into the Start Location field. Once inferred, you are able to change the Start Location value, if needed. This inference only occurs upon the Insert action of the first Mileage line. If there are multiple Trip Details lines, the first child Mileage line under each parent Trip Details line will have this same inference. If the Default Mileage Start Location flag on TRADM is unchecked, then the Start Location must be manually entered.

If the Mileage Explanation Required flag is checked on the applicable travel policy (either on the Travel Policy by Expense Type table or the Department Travel Policy by Expense Type table), then an explanation is required if the Calculated Mileage and Mileage values are not the same.