How You Upload Cumulative Mileage from a Third Party
You can upload accumulated mileage-to-date from a legacy system into Oracle Expenses Cloud for a midyear changeover. Uploading accumulated mileage includes the following actions:
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Performing prerequisites
-
Creating a cumulative mileage data file
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Uploading a cumulative mileage data file
-
Viewing uploaded cumulative mileage
If both of the following statements are true, you upload cumulative mileage for your employees to Expenses:
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Your mileage rates vary by the total distance traveled during a time period
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You will go live with the application during the current tax year.
Performing Prerequisites
Before you can upload accumulated mileage, you must:
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Define the cumulative mileage determinants in Setup and Maintenance.
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Optionally, create vehicle type, vehicle category, and fuel type lookup codes in Setup and Maintenance.
Creating a Cumulative Mileage Data File
The Upload Cumulative Mileage process accepts cumulative mileage in a text file format as shown in the following table.
Field |
Type |
Description |
---|---|---|
Person Number. |
Char (30) |
|
Accumulated Mileage |
Number (12) |
|
Cumulative as of Date |
MMDDYYYY |
|
Vehicle Category Lookup Code |
Char (30) |
Required if cumulative mileage determinant is by vehicle category. |
Vehicle Type Lookup Code |
Char (30) |
Required if cumulative mileage determinant is by vehicle type. |
Fuel Type Lookup Code |
Char (30) |
Required if cumulative mileage determinant is by fuel type. |
Reimbursement Amount |
Number(12) |
|
Reimbursement Currency |
Char(3) |
|
The following table illustrates sample file entries that you can enter in a text editor to upload cumulative mileage from a third party. The sample file entries include person number fields with their associated accumulated mileage as of a certain date, along with the vehicle type.
Person Number |
Mileage Number |
Vehicle |
---|---|---|
10026335772 |
513800000008012014 |
Car |
10026335790 |
00100210020008022014 |
Car |
10026335778 |
513800000008012014 |
Car |
10026335796 |
00100210020008022014 |
Car |
Uploading a Cumulative Mileage Data File
On the Manage Cumulative Mileage Determinants page, select a cumulative mileage determinant. From the Actions menu, select Upload. Navigate to: Setup and Maintenance > Search: Manage Cumulative Mileage Determinants.
Viewing Uploaded Cumulative Mileage
After you upload the cumulative mileage, employees can view their mileage in the application by activating the Expense Items infotile in the Travel and Expenses work area. Then, they select the View Cumulative Mileage option from the Actions menu. The resulting Cumulative Mileage dialog box allows employees to view cumulative mileage by time period if the mileage rate is based on a distance threshold. For example, in the UK, employees are reimbursed 45 pounds for the first 10,000 miles traveled in a car or van and 25 pounds over 10,000 miles.