Admin guide: mileage claims for reimbursements

What is a mileage claim?

Mileage claims are a type of reimbursement that let employees claim back money for business travel in a personal vehicle, based on the distance travelled rather than a receipt total. Instead of uploading a fuel receipt, you enter your trip's start and end points, Airwallex calculates the distance, and it multiplies that by a customer rate (for example, $0.67 per km) that your admin has configured or an automated rate for countries with government standard rates.

Mileage claims work just like out-of-pocket reimbursements: one or multiple claims can be submitted at once; they’re sent through your organisation's normal approval workflow, paid out to the user, then synced to your accounting provider.

Before you start

Mileage claims are enabled by default when the Reimbursements product is activated.

Setting up custom rates

You configure mileage rates per entity in Expense settings. 

To create a custom rate:

• Choose the entity where you want to create the custom rate
• Select “Add Rate”
• Add your rate, with a rate per unit, a distance unit (km or miles), a currency, and a name.
• Rates must be greater than zero.
• You can add multiple standard rates for an entity
• When you change a rate, the old one is archived and a new active rate is created. Employees who have already selected an archived rate on a draft claim will need to reselect an active one before submitting.

Automated rates

Automated rates are based on standard rates published by tax authorities in each country. 

Single Rate and Distance Threshold Countries

Vehicle Class Rate Countries

These countries reimbursement rates depend on distance driven, vehicle type, and engine size.

Rates below are in the currency shown, per kilometre or mile. Distance bands use accumulated mileage in the applicable period: the calendar year for France, Ireland, Denmark and Italy; each calendar month for Malaysia; 1 April–31 March for New Zealand; and 6 April–5 April for the United Kingdom. Claims that cross a threshold are split across the applicable bands.

Austria

Belgium

Czech Republic

Denmark

Finland

France

India

Ireland

Italy

New Zealand

Norway

Poland

Sweden

United Kingdom

Viewing employee mileage

To export distance driven per employee, go to Settings > Spend > Expenses then select “Export employee mileage.” This includes total distance driven regardless of vehicle type.

When approving mileage claims, you can hover over the info icon next to “Claim amount” to view the user’s total distance driven for the tax year. This distance