Centrally Manage Company Mileage Rates

Jason Mills —  February 16, 2012 — 4 Comments

Attention all Expensify administrators! We’ve just added a subtle new feature, one that has powerful implications: You can now create a mileage rate for everyone in your expense policy.  Check it out!

Setting a mileage rate for your policy

Set a mileage rate for all employees in your expense policy

Any new Expensify account will default to the current IRS mileage rate of $0.555.

For companies on the Team or Corporate plan, visit Settings -> Policies -> [Policy Name] -> Basics to set your company’s mileage rate.  And for individuals, you can update your mileage rate in a new section of our site: Settings -> Preferences -> Mileage.

Whatever rate you choose, all mileage expenses recorded on our website and mobile apps will calculate based on this rate.  Have fun with this new feature!

4 responses to Centrally Manage Company Mileage Rates


    This is great! Having a company-wide standard mileage rate did seem like a feature that was missing. Thanks!

    Now, you’re not going to want to hear this next part: Some nice things were lost in this change. The previous setup made it really simple to handle other mileage rates. What other mileage rates? Medical and moving mileage, which are always different than the standard business mileage rate. Also, whenever the rates change then multiple rates come into play for the purpose of expense reporting. Example: The rate changes on Jan 1, and someone is reporting mileage from Dec 14 on Jan 6. They should be using the “old” rate for that mileage expense and if Expensify forces the new rate they’ll be frustrated and maybe they’ll try looking in settings or try to submit it as a cash expense and not Mileage. Or maybe they’ll just complain to their coworkers or online. :/

    So there’s the challenge for the next step in Mileage expenses: see if you can handle those situations (which are fairly common in my org) gracefully. Keep up the good work, Expensify is the best product out there and only getting better!


    Jason – You’re full of such great suggestions! While the previous setup did allow for greater customization at the individual account level, companies have long requested greater control and customization across an entire expense policy. Looks like we still have some work to do, while keeping a close eye on the simplicity of our product!

    Jeremy Scofield April 4, 2012 at 4:20 pm

    My org uses a Fixed Variable compensation program that effectively ends up with a different mileage rate for each employee based on regional costs.
    Each employees custom mileage rate will have an effective date, that supersedes the previous rate.
    Generally, this rate is updated once a month for each employee with the possibility of updating more frequently if costs change significantly.

    The new system for single mileage cost would force us to use another category, and have everyone calculate the amounts manually.

    Perhaps you could make an admin setting that allows the choice of managed mileage costs or not.

    Ideally, we would be able to import an update file from our vehicle program manager, and have Expensify automatically determine what mileage rate to use based on user name and date of the report, vs rate in effect for that period.


    Jeremy – Ah, very interesting — I’m really sorry to hear about this inconvenience. We’re planning on adding employee exceptions to allow any policy attribute to be overridden on a per-employee basis. We’ll be sure to consider mileage in there. In the meantime… hm. I’m not sure what the best workaround would be. I’d suggest keeping your personal “(none)” policy as the “primary policy” such that the mobile app will use its mileage rate, and then just switch the expense report to the company policy right before submitting. Can you give that a shot? Again, sorry for the inconvenience!

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