Mileage in the report library
In the report library, you can find views for Mileage Reimbursement, which provide insight into employees' registered mileage created via the Mileage Reimbursement module.
Mileage Reimbursement is used to register mileage driven in the employee's private vehicle and can be used for documentation, approval, and payroll payment.
The report can be used for:
follow-up on registered mileage
control of mileage registrations
documentation of mileage reimbursement
overview of distance per employee
export of data for further processing in Excel
You can work with the report via two different views:
Registration log → shows all registrations individually
Sum per period → shows the total distance for a selected period
The report can be found under:
HR Statistics → Report Library → Mileage Reimbursement
What does the report contain?
You can choose between two different views of the report:
Registration log
Sum per period
For both views, you select a period, which can be by year, quarter, month, or weeks/days.
You can generate reports for a maximum of one year at a time.
If you need a longer period, you must generate several reports and combine them afterwards.
1. Registration log
The Registration log view shows each individual mileage registration as a separate line in the report.
This view provides a detailed overview of all registered mileage in the selected period.
The report includes a view of:
employee name
payroll number
department
policy
mileage date
distance for the trip
note for the registration with purpose, to/from, and the car's registration number
How to use the report
Select “Registration log”
Select period (year, quarter, month, or weeks/days)
Optionally filter using the standard filters
View the result per employee in the report
When should you use this report?
Use the report when you want to:
find specific mileage registrations
check registered kilometers
see notes or purpose of the trip
export mileage data to Excel
2. Sum per period
This report shows a total summary of distance in a selected period – per employee.
The report sums the registered kilometers based on the selected filters and shows a total number of kilometers for the period.
How to use the report
Select “Sum per period”
Select the desired period (year, quarter, month, or weeks/days)
Optionally filter using the standard filters
View the result per employee in the report
The result is shown as a total number of kilometers for the selected period.
When should you use this report?
Use the report when you want to:
get an overview of kilometers driven in a period
analyze the extent of mileage
see total distance per employee
work with aggregated data instead of individual registrations
Report filters
Both views of the report can be filtered and customized so the view only shows the desired groups.
It is possible to filter by the following:
Employee name
Employee status
Payroll no.
Job title
Department
Policy
Company
Country
Export to Excel
Click Export to continue working with the report in Excel.
When exporting to Excel, select the same decimal separator in the export as you have set up in Excel to avoid issues with number conversion.
