Mileage Claims

If your team travels to job sites, Simple Time makes it easy to track and claim mileage for reimbursement. Workers can log the distance they travel for each job, and managers can review and approve mileage claims.

Submitting a Mileage Claim

1. Open Expenses & Mileage from the Time section of the sidebar.
2. Open My Claims and click Add Mileage.
3. Fill in the details:
   • Date — The date of travel.
   • Reimburse To — The employee who made the trip.
   • Start Odometer — The reading at the start of travel.
   • End Odometer — The reading at the end of travel.
   • Personal Miles — Any non-business distance to subtract.
   • Notes — Optional context for the reviewer.
4. Review the reimbursement rate shown in the form and click Save.

How Mileage is Calculated

Simple Time calculates business miles from the start and end odometer readings, then subtracts personal miles. The reimbursement amount uses your organization's displayed per-mile rate.

Reviewing Mileage Claims

Your mileage appears under My Claims. Owners and managers review organization mileage under the separate Team Claims tab and can filter the queue by status.

Reimbursement

Owners and managers can approve or reject submitted claims, then mark approved claims as reimbursed after payment. These actions can be applied to one claim or a batch of claims with the same status.

Tips

• Log your mileage on the same day as the trip for the most accurate records.
• Enter odometer values from the same vehicle and unit for a reliable calculation.
• Add notes when personal mileage is included or the trip needs context.