Mileage reports

Drivers log their trips under Mileage. To get paid for them, a driver gathers the draft trips of a period into a report and sends it for approval; once approved, the report becomes one reimbursable expense for that driver.

Submitting a report

On the Trips tab, Submit report picks a period (one calendar year at most) and sends every draft trip inside it. The trips are locked while the report waits, and everyone who can approve mileage gets a notification — "Tech Worker submitted MR-004".

What the approver sees

A submitted report already shows the money: the Amount card reads, for example, "$3,683.50 (estimated)", and every business trip shows its rate and amount. The estimate uses the rates that apply right now — the yearly CRA rates (with the lower rate after the first 5,000 business km of the year) or your company's flat rate — and the driver's mileage already approved this year. Personal and commute trips are listed but never paid. The Print and CSV versions carry the same estimate, marked as such, and the Reports list shows each report's business km.

Approving

Approve asks first: "Approve $3,683.50 for Tech Worker?". The amount is calculated again at that moment and booked as a reimbursable expense; the confirmation names it ("Report approved — EXP-021 created") and the report links to it. The driver is notified. A report with no business km is approved without an expense.

Rejecting

Reject needs a reason — the driver reads it, so say what to fix. The trips go back to the driver's drafts to be corrected and sent again in a new report. The rejected report keeps a copy of what was rejected: its trips, their km and the reason, so both sides can still see what was sent. The driver gets a notification with the reason, on the phone too.

Approving your own report

Nobody approves their own mileage while someone else in the company can — the report says "Waiting for a manager's approval". If you are the only person who can approve mileage (a one-person company, for instance), Approve is available on your own report, and its history records "Self-approved by … — no other approver". The same goes for rejecting your own report to take the trips back.

History

Every report ends with its history: who submitted it and when, then who approved or rejected it.