Introduction

The Mileage Site Settings manager within our platform provides administrators with extensive controls to tailor the mileage submission and management process according to organizational requirements. This guide details accessing and configuring these settings to enhance functionality and user compliance.

A. Problem Statement

Admin users often face challenges in navigating and applying the myriad of configurable options within the Mileage Site Settings. This complexity can lead to suboptimal settings that do not fully align with the specific operational needs or compliance requirements of the organization.

B. Solution

To maximize the utility and effectiveness of the Mileage module, admins should familiarize themselves with all available settings to make informed decisions about which functionalities to enable, adjust, or disable. This ensures that the module operates seamlessly, supporting both accurate tracking and the specific workflow needs of the organization.

Please note, you must be an admin to view these settings.

Mileage Site Settings Manager Screen

Mileage Submission Create Requisition - Displays the option to send the Mileage request into the Requisitions workflow for approval to submit to USAS.

Show Odometers - Displays the option to enter the user's vehicle odometer reading from the trip. Entering the odometer start and end will auto calculate the Total Miles field.

Require Comments for Expenses - If entering "other" expenses, the comment box is required to have something typed into it before saving the line. 

Copy Mileage Requestor Email to Vendor - Instead of using the vendor email (pulled from vendor), it will use the requestor email.

Autofill Single Line Invoices - Single line POs will be automatically populated when an invoice is generated.

Note: You will still have to set the status of the line on the invoice. 

Combine Mileage Lines on Req - Mileage lines are combined when a requisition is created. 

Prevent Future Date Entry - This will prevent users from submitting a mileage request for a future date. Users will still be able to add past entries. 

Home/Work Differential - If set to shortest, it will calculate the shortest distance from Home/Work to destination.  Differential will calculate actual distance from Home/Work to the destination and subtract from School to destination 

mileage.

Note: Differential would only apply to entries with home as a start or destination.  When used, the options should be None and Shortest. User should have Home Vendor ID* specified.

Preferred Route - Determines if the fastest or shortest route is automatically selected via Google API.

Invoice Number Macro - Will auto generate an invoice number for the mileage invoice. 

Note: Macros you may use are {{Initials}}, {{CurDate}}, {{CurTime}}, and {{SCID}}

Mileage Submission Create Invoice - Allows the form to create an invoice which automatically goes into the AP Workflow once the mileage has been approved.  

Show Submit with PO - This option adds a checkbox to allow the submission to create an invoice. 

Require Submit for PO - Automatically checks the Submit with PO box, disables it, and forces a PO number to be entered before the form can be submitted for approval. 

Require Comments for All Mileage - Requires a comment for each mileage line before it can be added.

Merge Other Expenses w/ Mileage Total - Merge other expenses on mileage lines into the mileage total.

Mileage Note - Places a note on the mileage form for creators to read before submitting.

Mileage Rates - Add mileage rates in order to auto calculate the cost per mile.

To create a new rate, click the New button and type out the Effective Date and Rate in the fields labeled. Then click the Save icon. Lastly, click the Apply button on the top left corner of the Settings page.

Note: Always add a new effective date and keep previous.

Mileage Destinations - Add destinations on this setting page (shown below) in order to display them on the mileage form as drop-down options for both From and To destinations rather than typing them out on the form.

To create a destination, click the New button and type out the values in the fields labeled. Then click the Save icon. Lastly, click the Apply button on the top left corner of the Settings page.

At the end of this guide is an Excel document which allows a mass upload of destinations through our Import option.

*If the user does not already have a vendor in USAS, please create one and ensure there is an address associated with it. If the user is already a vendor in USAS, ensure it has their home address as the address. 

C. Best Practices

• Familiarization and Planning: Admins should thoroughly familiarize themselves with the Mileage Site Settings manager to ensure a comprehensive understanding of all available options and their implications. This knowledge will aid in configuring settings that align with organizational requirements and user workflows.
• Strategic Configuration: Evaluate the organization’s specific needs and compliance requirements before configuring the Mileage module. Carefully select which functionalities to enable or adjust, such as mileage submission workflows, preferred routes, and expense tracking, to optimize accuracy and efficiency.
• Regular Review and Updates: Periodically review and update settings to ensure they remain aligned with evolving organizational policies and external regulations. This includes regularly checking mileage rates, destination lists, and any macro configurations that might need adjustments.
• Documentation and Communication: Maintain thorough documentation of all configured settings and any changes made. Regularly communicate any updates or changes to relevant users to ensure transparency and compliance with the updated processes.
• Testing and Validation: Before implementing changes on a large scale, test configurations in a controlled environment to validate their functionality and prevent potential disruptions. Validate calculations and workflows to confirm accuracy and performance.
• Apply and Confirm Changes: Always click the Apply button after making changes in the settings to ensure they are activated. Confirm that changes take effect as intended by testing the system post-implementation.

D. Troubleshooting

• Issues with Settings Not Taking Effect: Ensure that after making changes, the Apply button is clicked. If settings still do not take effect, check for any overriding settings or conflicting rules.
• Problems with Mileage Calculations: If mileage or expense calculations are incorrect, verify that the mileage rates and destination settings are up-to-date and correctly configured.

E. Related Articles

Mileage: Invoice Macro 

Expenses/Mileage: How do I use the Mileage Manager?

Expenses/Mileage: How do I use the Mileage Form?  

Conclusion

Effectively managing the Mileage Site Settings is crucial for ensuring that the mileage tracking and reimbursement processes are both efficient and compliant with organizational policies. By adhering to best practices, actively troubleshooting issues, and utilizing the configuration options strategically, administrators can significantly enhance the functionality of the Mileage module. This not only improves the user experience but also ensures accurate and reliable processing of mileage claims within the system.