How do I add or change mileage rates?

You can add multiple mileage rates and edit these in System Settings in the 'Purchases' section.

Click the edit icon on the right-hand side to edit your Purchases Settings.

In the popup that appears, go to the bottom section called 'Mileage Rates'. Here you can:

• click on the existing mileage rate line to edit it
• deactivate or delete a mileage rate by clicking the button to the right of the mileage rate line
• click the 'Add rate' button to add a new mileage rate

Then click 'Submit' to save your new settings.

Multiple mileage rates

You may choose to use multiple mileage rates, either for:

• types of users (volunteers, employees, passengers);
• or for types of transport (cycling, car).

Tiered rates

You can also specify a secondary rate, for example for long distance travel:

• You may choose to set a standard rate 0.45 per mile.
• You may set a 'rate 1 cut off' of 10 miles.
• Then in the section titled 'Rate 2' you might set a secondary rate of 0.20 for every mile beyond 10 miles (per journey).

Therefore, if a person claims for a journey of 100 miles, the first 10 miles would be reimbursed at £0.45 per mile, and the next 90 miles would be reimbursed at £0.20 per mile.

Editing and deleting rates

Once a mileage rate has been used for a claim, it can no longer be deleted. It needs to remain as part of the audit trail for the system.

However, if you want to adjust your rate and use a different setup going forward, you can:

• deactivate the rate using the 'X' symbol to the right of the settings table
• reactivate it at a later date by clicking the 'tick' symbol
• delete the mileage rate if it has not yet been used if the 'bin' symbol is visible.

You can find out more information here about UK government mileage rates (for tax purposes).

To better understand the Purchases module, please visit the module overview page here.