Set up the mileage rate

e-xpense lets you set up multiple mileage rates/effective dates based on government rate changes.

You define mileage rates by date in the same way that you set up other per diem rates. When the employee uses the Mileage screen to calculate the mileage amount, the program looks to the date in the expense report column to determine which rate to use. The employee does not have to undertake any action to select the correct rate, but simply enters the number of miles traveled.

For example, let’s say that an employee makes personal use of his/her automobile in December when the mileage rate is $.485 per mile, but fills out the expense report in January when the rate has changed to $.505 per mile. e-xpense determines the rate based on the actual date of the automobile use: $.485 per mile.

Note: If e-xpense cannot find a mileage rate for the date on the expense report, then the employee must enter a rate manually in order to calculate the mileage amount.

Follow these steps to set up the mileage rate based on date.

To set the mileage rate based on date

  1. From the JAMIS Administration home page > Setup tab, under Expense Setup, click Per diem tables. Or, from the top of any JAMIS Administration screen, click Expense Setup > Per Diem Tables. The Per Diem Tables screen appears.

  2. In the Location Code field, enter MILEAGE, then click Retrieve. The system automatically creates the MILEAGE code when you install the application and sets the city, county, state, and country fields to ALL to indicate that the mileage rates apply to all locations. You cannot delete the MILEAGE code.

  3. Click Edit to the left of the MILEAGE code.

  4. Click Add Detail to create a detail record for the MILEAGE code. In the bottom section of the screen, per diem detail entry fields appear.

  5. In the Published Date field, enter the date when the mileage rate is published.

  6. In the Season Start Date and Season End Date fields, enter the dates when the mileage rate is effective. For example, 06/01/2008 to 09/01/2008. e-xpense compares these dates to the date on the employee’s expense report to determine which rate to use.

    Note:     The published date can be before or after the season begins. For example, the rate can be published for employees on 11/30/2008, but the rate does not become effective until 01/01/2009. Also, note that you can create MILEAGE rates with the same published date, but different season start dates.

  7. Enter the rate in the Mileage Rate field. Remember that you are entering the rate based on dollars, so you would enter 50.5 cents as 0.5050.

  8. Leave all other rate fields on the screen set to 0.00.

  9. Click Update to commit your MILEAGE code detail record entries.

  10. To add another MILEAGE code detail record with different date(s), click Add Detail and repeat from step 4.