Mileage Claims

Capture and calculate mileage expenses for business trips, making reimbursement efficient and effortless.

• Video
• Supported Regions
• Rates & Calculations
• Adding & Managing Vehicles
• Creating a Claim
• View Past Trips
• Roles & Permissions
• Settings

Video

Supported Regions

Mileage claim calculations are only available in the following regions:

• Australia
• Canada
• France
• United Kingdom
• United States

Dext accounts that are not set to one of the above regions will not be able to access the feature. This is due to providing a regionalised and compliant experience for the countries we support. If you would like to request support for additional countries, please raise a uservoice ticket.

Rates & Calculations

We currently support trip calculations using official government supplied rates for the following countries.

We do not yet support custom or modified rates. Rates can be viewed in Business settings, under the Mileage settings page

Adding & Managing Vehicles

In order to submit a mileage claim, you need to add a vehicle to Dext to track your claims against.

Adding a Vehicle

1. Go to Business settings in the sidebar, then Lists

In the old Dext experience go to Vehicles in the sidebar

2. Go to Vehicles
3. Click Add

4. Enter the name of the vehicle and fill out the required information
5. Click Save

Edit a Vehicle

It’s important to note that any edits made to vehicle details will only apply to future claims. Past claims will remain the same. Changing vehicle details such as type, fuel or engine capacity will affect the calculation of future claims. If you make changes to these details, you will need to delete past claims and re-submit them.

To edit a vehicles details:

1. From the Vehicles page, select the vehicle you would like to edit
2. Make your change, and then click save

Delete a Vehicle

It’s important to note that you can’t delete a vehicle if you have already submitted a mileage claim using it.

To delete a vehicle:

1. From the Vehicles page, select the vehicle you would like to delete
2. Click the Delete button, and confirm your choice

Vehicle Types

We support and calculate mileage rates for the following vehicle types.

If you would like to request support for additional vehicle types, please raise a uservoice ticket.

Creating a Claim

Your First Claim

Important: When creating your first mileage claim for a personal vehicle, it needs to be for the total distance claimed to date for the current tax year. This includes any distance that has been claimed in and out of Dext – prior to using the mileage claim feature.

This is because mileage is calculated cumulatively, and ensures we are calculating the correct reimbursement rates. If you proceed to create a claim before entering any pre-existing claimed distance, you run the risk of reimbursement rates being incorrect. 

Simply create a claim with the total distance of miles / kilometres you have travelled to date. You can archive this claim once you’ve created it. 

If you have not claimed any mileage for the tax year prior to your first claim, you can ignore this message. It will not appear when creating your next claim.

Creating a Mileage Claim

1. Click the Add documents button, then select Create mileage

2. Select the vehicle you used for the trip and choose the trip date

3. Enter the start and end locations if desired and the trip type – one-way or round trip
4. Enter or check the trip distance

If you did not use the From and To locations, you will need to enter the trip distance manually

5. Enter the number of passengers if you carried any on your trip and if desired, provide a description of the trip
6. Finally, submit your mileage claim, click Create claim

View Past Trips

When you submit a mileage claim, it creates a specific mileage cost item and is added to the cost inbox.

There are two ways to view your mileage claims:

1. Mileage Trip History Page

1. Go to the Costs section in the sidebar
2. Then go to Mileage

In the old Dext experience: Go to the Expense claims section in the sidebar navigation, then Mileage

You will be able to see a list of all your previous trips, and view further details about each claim. To delete or modify trip data, you will need to access the item from the cost inbox.

2. From the Costs Inbox

1. Go to the Costs section in the sidebar navigation
2. In the Costs Inbox find the relevant item

Roles & Permissions

Admins:

• Add or edit vehicles for themselves, and on behalf of other users
• Add both personal vehicles, and company vehicles (region dependant)
• See and modify all vehicles that have been added to Dext
• Submit claims for themselves and on behalf of other users
• See and modify all claims that have been submitted by all users
• Modify and change mileage claim settings

All other types of users:

• Add or edit their own personal vehicles
• See their own personal vehicles
• Submit claims for themselves
• See and modify claims they have submitted

Settings

To change the settings for mileage claims, click Business settings from the navigation sidebar and then select Mileage.

Tax settings

For accounts in the United Kingdom only

• You can enable or disable the calculation of VAT on mileage claims.

Default Distance

• Change the default distance unit that is displayed in the mileage claim feature
• Choose between miles or kilometres
• Switching the default distance does not affect the calculation of past or future claims

Default Category

• Define a default category to use with mileage claim submissions
• Category options are defined by your accounting integration

Default Supplier

• Define a default category to use with mileage claim submissions

Calculation Rates

We do not yet support custom or modified rates. If you would like the ability to create custom rates, please raise a uservoice ticket.

• View the official rates used to calculate mileage claim submissions