Use Oracle Maps for Trip Distance Calculation

Your company can opt to use Oracle Maps to enable the employees accurately calculate their mileage trip distance. The trip distance is then used to calculate employees' mileage reimbursement when submitting expense reports.

This is how it works. Oracle Maps uses starting locations, midway points, and destination locations to calculate trip distances. Your company's mileage reimbursement policy may deduct the commute distance between home and office from the total trip distance. If this is the case, the following calculation applies:

Trip Distance = Total Distance - Commute Distance 

Mandatory Setups to Use Oracle Maps

Here are the setups that you need to do to use Oracle Maps for trip distance calculation:

• Enable Oracle Maps: To enable Oracle Maps for trip distance calculation, select Yes for the Enable Oracle Maps option on the Manage Expenses System Options page. You can set this option for all business units or for specific business units. In the Setup and Maintenance work area, select these to navigate to the Manage Expenses System Options page:

  • Offering: Financials

  • Functional Area: Expenses

  • Task: Manage Expenses System Options

• Create a mileage policy, optionally include a commute deduction rule, and then assign the mileage policy to an expense type to activate the policy.

Optional Setups to Use Oracle Maps

To use Oracle Maps, you can opt to complete these setups:

• Enable commute mileage deduction.

  If enabled on the Create Mileage Policy page, you can opt to set up the commute mileage deduction as optional or required. If enabled, the application captures the commute distance between home and office and incorporates it in the trip distance and reimbursement calculation. If you don't set up employees' home addresses in Human Capital Management, employees can enter their home addresses directly in the Calculate Mileage dialog box when calculating trip distance.

• Set up preferred locations.

  You can optionally set up preferred locations by creating lookup codes for the lookup type ORA_EXM_MILEAGE_LOCATIONS. Preferred locations are frequent starting locations or travel destinations that your company defines. You can set up lookup codes to represent preferred locations that you can select when you want Oracle Maps to calculate a trip distance. A lookup code meaning represents a location that you can select and a lookup code description is the address of the preferred location.

  1. In the Setup and Maintenance work area, select:

     • Offering: Financials

     • Functional Area: Expenses

     • Task: Manage Expense Report Auditing Lookup Types

  2. On the Manage Expense Report Auditing Lookup Types page, search and select the lookup type ORA_EXM_MILEAGE_LOCATIONS.