Your employees often travel using their vehicles for in-city client meetings. But is there a process that helps to record and adequately reimburse your employees for these spends? Most businesses use an expense report form for mileage tracking to reimburse mileage expenses.
A mileage tracker or mileage expense report form works as a log record of all mileage expenses incurred by your employees. These expenses play an important role as they are used for both reimbursement and tax-deduction purposes.
Business expenses under mileage reimbursement in an expense report form:
- Miles traveled to meet business clients: Your sales team needs to move about the city to meet your clients regularly. This requires them to continually hop around from one destination to another using their vehicles.
- Miles utilized for business errands: These errands can be in-house events, conferences, or even just going to the local store to accommodate for a send-off at work. This requires your employees to use their vehicles to travel back and forth to provide for arrangements.
These expense claims revolve around business expenses that need your employees to travel within short distances. Your employees can either use their 2-wheeler or 4-wheeler for the same. Additionally, the spending limits can vary depending upon the vehicle, the designation of the employee, and more. Businesses can add these specific categories to limit unnecessary spends. Companies make accommodations to help reimburse these spends via employees logging in miles traveled to achieve a particular business goal.
Why specific fields should be mandatory for an expense report form?
- Streamline your communications
- Seamlessly match expenses to employees and other categories
- Insight into the spending habits and trends
- Documentation of fields that employees may neglect
- Objectivity for validating and approving spends
- Make well-informed business decisions
Mandatory fields in an expense report form for mileage tracking
- Name of the employee/employee ID: This field is a must in every mileage expense report form that you receive from your employees. This will help the finance team to match expense claims to a specific employee.
- Date of travel: This field plays a crucial role in matching set meeting dates with the dates of travel that your employees log in. This helps coordinate and validate mileage logs submitted by your employees.
- Purpose: This is a mandatory field that your mileage expense report form cannot do without. Adding this field will help the finance team get better insights into the spending patterns of employees.
- Employee designation: Different tiers in the hierarchy account for different spending limits. Adding these details can help you curb unwanted spends.
- Vehicle type: The vehicle your employee uses plays a direct impact on the compensation bracket. Organizations have set brackets for set vehicle-types to calculate and reimburse employees accordingly.
- Start and end destination: These fields help calculate the total distance traveled by your employees. Hence, it is a vital field you shouldn't miss out on!
- Miles traveled: This field can be filled in by the employee and manually verified using the start and end destination for each mileage log. This can be used as a precautionary re-check to validate the miles logged in.
- Set conversions/mile: Organizations set this field to help compensate an employee based on the miles traveled by them. This conversation rate may vary from company to company. Hence it needs to be explicitly mentioned at the beginning of the expense report form.
- Comments: This provides your employees with a chance to justify certain mileage logs.
With these fields filled in, businesses can use the expense report form as a single source of truth for all employee expense claims. Additionally, it drastically reduces the risk of a company being non-compliant.
Yet, even if you customize your expense report form to have these fields, your finance team still has to collect, collate, and verify the expense claims manually. Even if you end up doing that, you may always still miss a bunch of policy violations and fraudulent claims. Over the years, this can prove detrimental to the health of your business.
Fyle does much more than just seamlessly managing your expense reports to make it a one-click affair. Schedule a demo today and witness Fyle’s magic.