Adding Mileage Reimbursement to the Timesheet to Sync to Payroll

Here is a brief overview on how to setup a timesheet where an employee can report mileage and have it calculated at your mileage reimbursement rate.

This makes it easy for employees to report mileage calculations and prevent mistakes along the way!

As always, help is a call, click or email away!

Earning code, mileage reimbursement, piecework, Miles

  • Access the timesheet profile
    • Go to the Time Entry Collected Data section (left side)
    • Turn on the Piecework option
    • Change the Piecework label to be Miles:
    • In the same section, make sure the check mark is enabled for Pay Category
    • The screen will look like this:   


    • Save timesheet


  • Add a Mileage Reimbursement Pay Category
    • Go to Company Settings > Time & Labor Setup > TLM List Definitions > Pay Categories
    • Click add, and create a mileage pay category:



    • Click save
  • Edit the Pay Prep Profile
    • Access your standard pay prep profile, and edit the Initial Records > Calculated Time Entry for the Time Total:

    • Scroll down and find the Piecework Records field, and make sure it reads ‘Always Include’
    •  Then scroll further and find the field that says ‘Clear Piecework’, and place a checkmark in the box:

    • Click Save
    • Next scroll down and click ‘Add Initial Record’, and select Calculated Time Entries
  • Resulting Imported Records Name – set to Piece Total; check box for Export
  • Keep all defaults, and scroll to the ‘Piecework Records’ field, and change the option to read ‘Only if has Value’ 
  • Scroll to Clear Time Total, and place a checkmark in the box
  • Confirguration will look like this:

      •  Click Save
  • Add Earning Code for Mileage Reimbursement
    • In Company Settings > Payroll Setup > Earning codes, add the appropriate earning code for mileage reimbursement
  • Edit the Payroll Export Code list
    • Click the blue folder to edit the existing payroll export code list
    • Add a record, description Mileage Reimbursement
      •  In Payroll Import Settings, link to Mileage Reimbursement earning code  created above; tie to Regular pay statement type 
      •  In the Pay Record settings, set Name to Piece Total (record created above) 
      •  Click Save     
    • In the Payroll Code List, highlight Mileage Reimbursement, and move Up in the list to make it ahead of the Regular and Overtime records
    • Click Save
  •  Add rate table to allow for per mile calculation
    • Go to Company Settings > Global Setup > Company Setup
      •  Click on the Company Config tab, scroll to the Account Rate Table section, and enable Rate 2 
      • Set fields like this:   

    • Click Save
  • Go to My Employees > Employee Maintenance > Rates > Rate Tables 
    • Click New Rate Table 
    • Set Name to Mileage Reimbursement Rate
    • In the Rates section, click Add
    • Change the Rate/ field to read Rate/Piece
    • Set amount field to be the amount paid per mile 
    • Scroll to Time Entry Match Criteria section 
    • Set Pieces field to Value is Set 
    • Screen will look like this:

    •  Click Save to save record
    • Click Save to save rate table
  • Go to My Employees > Employee Maintenance > Mass Edit
    • On the right side of the Main tab, find Base Compensation 
    • In the Rate 2 field, select the Mileage Reimbursement rate table 
    • Scroll to the bottom of the screen, and place check marks next to all employees eligible for mileage reimbursement 
    • Click Apply Change











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