Logging Staff Mileage

You can log mileage in one of two ways. From the:

• Mileage Logging card on the Home screen, if you enter begin and end odometer readings. (Staff Only)
• Mileage grid on the My Log/Staff Log screen, if you enter either total miles or begin and end odometer readings. (Staff and Managers)

From the Mileage Logging Card

If you are required to enter the begin and end odometer for mileage, you can do so from the Mileage Logging card on the Home screen. Review Log and Approve Log Managers can only add mileage that require the begin and end odometer for their staff from the Mileage grid on the Staff Log screen. See From the Mileage Grid.

Task:

From the Mileage Logging card:

1. Click Home in the menu.

   Note: You will see the Mileage Logging card. If you do not see this card you are not required to enter the begin and end odometer readings.

2. Select the beginning odometer number on the Mileage Logging card.
   

3. Select the appropriate Mileage log transaction type from the Type list.

   Important: You may see both Staff Mileage and Mileage with Client log transaction types in the Type list, if they require begin and end odometer readings. The names that appear will vary depending on your agency's setup.
   

4. Select the appropriate Expense Type from the list.

5. Enter a Description, if desired.
6. Enter the Origin or the starting point of your trip, if required. If it is not required, Origin will not appear.
7. Enter the License Plate Info of the vehicle you are driving, if required. If it is not required, License Plate Info will not appear.

8. Select Start or Start with Notes.

   Step Results: The Start Mileage Notes pop-up may open.

9. If you selected Start with Notes or notes are required, enter any notes or select a pre-defined note from the Insert Template list and then select Save. Notes may or may not be required depending on your agency setup.
   

   Step Results: The Start Mileage pop-up will close and the Status on the Mileage Logging card will change to show what your beginning odometer was. An "open" (meaning only the begin odometer was recorded) Mileage Log transaction was created. You can view it by going to My Log.
   

   The person icon indicates that this is a Staff Mileage Log transaction, while the people icon indicates that it is a Mileage with Clients Log transaction. It will have an error flag, indicating that the transaction is open and does not have an end odometer reading recorded yet.

   The End button now appears on the Mileage Logging card.

10. Enter the ending odometer reading.
11. Enter the Destination or the ending point of your trip, if required. If it is not required, Destination will not appear.

12. Select End or End with Notes.

    

    Step Results: The End Mileage pop-up will open if you selected End with Notes.

13. If you selected End with Notes, enter any notes or select a pre-defined note from the Insert Template list and then select Save.

    Step Results: The open Mileage Log transaction will be closed and the Status on the Mileage Logging card will be updated.

From the Mileage Grid

Record both Staff Mileage Log Transactions and Mileage with Clients Log transactions that either require beginning and ending odometer readings or the total number of miles driven from the Mileage grid.

Task:

From the Mileage grid:

1. Click My Log in the menu, if you are logging your own mileage.
   

   If you are a Review Log or Approve Log Manager and want to create a Mileage Log transaction for your staff, click Staff Log in the menu, set any needed filters and then select the appropriate Staff card instead.
   

   Step Results: The My Log or Staff Log screen opens.

2. Select Add on the Mileage grid.
   

   Step Results: The Mileage pop-up appears.
   

3. Complete the following information and click Save.

   In this field:	Enter:
   Type	The appropriate Staff Mileage log transaction type. Important: You may also see Mileage with Clients log transaction types in the Type list. The names that appear will vary depending on your agency's setup.
   Date	The date this mileage expense occurred. Note: Depending on your agency's settings, you may be restricted from entering a date a specified number of days in the past or future. If so, you will see an error message when you try to save.
   Description	A description for this mileage expense.
   Expense Type	The expense type for this mileage expense. The expense type selected can change whether or not total miles or the beginning and ending odometer are required.
   Miles	The total number of miles driven. If begin and end odometer readings are required, the miles are calculated.
   Begin Odometer	The beginning odometer reading. (Required if not Total Miles only.)
   Origin	The Origin or the starting point of your trip, if required. If it is not required, Origin will not appear.
   End Odometer	The ending odometer reading.
   Destination	The Destination or the ending point of your trip, if required. If it is not required, Destination will not appear.
   License Plate Info	The License Plate Info of the vehicle you are driving, if required. If it is not required, License Plate Info will not appear.
   Notes	Any notes related to this mileage expense.

   Step Results: The Log transaction will appear in the Mileage grid.
   

   The person icon indicates that this is a Staff Mileage Log transaction.

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