With Fingercheck, you or your employees can submit expense requests for mileage reimbursement. To set that up, you must create an earnings code for mileage and a mileage expense policy. Then, you can approve the expense requests that you or your employees create, and reimburse your employees each pay cycle.
Create an earning code for mileage
Log in to your Fingercheck account as an Administrator.
Click the SETUP tab > Payroll > Earnings.
Click Add.
From the list of predefined templates, click Add next to Mileage Reimbursement Non Taxable.
Click OK in the two confirmation messages that appear.
Close the panel.
Open the Mileage Reimbursement Non Taxable earning you created to edit it.
The Details screen appears.
In the Rate field, enter the amount you want to reimburse for each mile (for example, $0.655).
From the Rate Rule drop-down list, select Special.
Leave the other fields as is, and click Save.
For details about each field, see How to Set up Earning Codes.
Set up a mileage expense policy
Log in to your Fingercheck account as an Administrator.
Click the SETUP tab > Policies > Expense Policies.
Click Add.
In the Code field, enter an abbreviated name (for example, Mileage or 01).
In combination with the Description field, this makes up the full name of the policy as displayed in other areas of Fingercheck.In the Description field, enter a short descriptive name (for example, Mileage Reimbursement).
Select the Reimbursement checkbox.
From the Earnings Code drop-down list select MR - Mileage Reimbursement Non Taxable, which you created in the procedure above.
Leave the Division Deduction field empty.
Click Save.
Create a mileage expense request for an employee
To learn how employees can submit expense requests, see How to Submit Expense Requests.
Log in to your Fingercheck account as an Administrator or Supervisor.
Click the TIME & LABOR tab > Expense Requests.
Click the plus icon (+) on the right side of the window.
Select the employee you'd like to make an expense for, and click Continue.
Complete the required fields and other fields as needed:
Request Status: The options are Approve, Requested, and Declined.
Expense Type: Select the mileage expense policy you create in the previous procedure. The expense types are created in SETUP > Policies > Expense Policies.
Date: The date of the expense. The employee will be paid for the approved expense as long as the date is within the pay period.
Quantity: Enter the number of miles driven (for example, 100).
Amount: Leave this field empty. The amount will be calculated during the payroll cycle.
Note: Enter a note detailing the expense and a justification.
Other fields: Optionally, complete the rest of the fields if you want to allocate the reimbursements to a specific department or job.
Click Save to finish.
Approve pending requests
Log in to your Fingercheck account as an Administrator or Supervisor.
Click the TIME & LABOR tab > Expense Requests.
Select the checkboxes for the requests you want to approve.
Click Approve.
Once approved, the reimbursement will appear in the employee's check in the next payroll.
To approve pending requests on the mobile app:
Log in to the Fingercheck Mobile app.
Tap the hamburger icon to open the menu.
Tap Approve Requests.
Tap Expenses at the top of the screen.
Tap the request you want to approve.
Tap the check mark in the top-right corner.
Watch a video showing how to set up and approve a mileage expense policy.