Example of Completing a Mileage Rate Spreadsheet

This example demonstrates how to set up a mileage policy given government mileage regulations and how to complete the mileage rate spreadsheet for uploading to the application.

The following table summarizes key decisions to consider before setting up a mileage policy.

Decisions to Consider	In This Example
What country does the mileage reimbursement policy apply to? What is the general reimbursement policy for this country?	In Finland, mileage is reimbursed if the employee uses his personal vehicle for business purposes.
What vehicle types are included in this country's mileage policy?	For a car, 45 cents per kilometer for the first 5,000 kilometers and 40 cents per kilometer for additional kilometers. For a motorcycle, 34 cents for the first 5,000 kilometers and 30 cents per kilometer for additional kilometers. For a motorboat, 78 cents per kilometer for engine power less than 50 hp and $1.14 cents per kilometer for engine power more than 50 hp. For a snowmobile, $1.08 cents per kilometer.
What is the unit of measure?	Kilometers
Will the mileage policy rates be defined for a single currency or for multiple currencies? If a currency rate conversion is necessary to verify a policy rate limit, you must define a conversion rate in Oracle Fusion General Ledger.	Single currency = Euro
What determinants are the mileage rates based on?	Distance threshold = By period. Selecting By period implies that the mileage calculation is based on cumulative mileage. Vehicle type = Vehicle Type Fuel Type = Fuel Type
Have you defined the mileage determinant values?	Define lookup types and lookup codes for vehicle types and fuel types.
What passenger rates or passenger information will be included in the mileage policy, if any?	Single rate per passenger. 3 cents per person when the employee transports other persons, where arranging such transportation is the duty of the employer.
What company-specific rates need to be added to the mileage policy, if any?	7 cents when the job or duty requires transporting a trailer attached to the car. 11 cents when the work or duty requires transporting a caravan attached to the car. 21 cents when the work or duty requires transporting a resting hut, or similar facility, attached to the car. 3 cents when the employee transports machines or appliances weighing more than 80 kilos, or unusually big machines or appliances, or must take a dog in the car to perform his duty or work. 9 cents for driving a car on forest roads or on closed building sites because the employee's duty or work requires such driving.
What are the add-on rate types? Have you defined the add-on rate types?	Define a lookup type and lookup codes for the add-on rate types.

Prerequisites

Define the mileage determinant values that you want to use.
- In this example, you need to define values for the two determinants that you have chosen; Vehicle Type and Fuel Type.
- Create a new lookup type and add the applicable values as lookup codes.
Define the company-specific additional rate types that you want to use.

In this example, you need to define the following rate types: Trailer attached to the car, Transporting a caravan, Transporting a resting hut, Transporting heavy machinery, Dog in the car, and On forest road.

Setting Up a Mileage Policy

On the Manage Policies by Expense Category page, click the Create Policy choice list and select Mileage to open the Create Mileage Policy page.

On the Create Mileage Policy page, complete the fields as shown in the following table.

Field	Value
Country	Finland
Rate Currency	Single Currency = EUR Euro
Unit of Measure	Kilometer
Distance Threshold Period	By period
Vehicle Type	Lookup type that defines the applicable vehicle types.
Fuel Type	Lookup type that defines the applicable fuel types.
Passenger Rate Type	Single rate per passenger.
Company-Specific Rate Type	Lookup type that defines the additional rate types.

Completing the Mileage Rate Spreadsheet

On the Create Mileage Policy page, click the Create Rate button.

Note: In this example, you download a predefined spreadsheet to your local drive for completion because you selected mileage rate determinants and add-on rates on the Create Mileage Policy page. If, however, you create a mileage policy for a single currency with no mileage rate determinants or add-on rates, you create the mileage rate in a dialog box, rather than in a spreadsheet.

On the Create Mileage Rates spreadsheet in the Mileage Rates region, complete the fields as shown in the following table.

Distance Threshold	Vehicle Type	Fuel Type	Rate	Start Date
5000	Car	All Other	0.45	1/1/2010
	Car	All Other	0.4	1/1/2010
5000	Motorcycle	All Other	0.34	1/1/2010
	Motorcycle	All Other	0.3	1/1/2010
	Motorboat	< 50 hp	0.78	1/1/2010
	Motorboat	=> 50 hp	1.14	1/1/2010
	Snowmobile	All Other	1.08	1/1/2010

On the Create Mileage Rates spreadsheet in the Passenger Rates region, complete the fields as shown in the following table.

Calculation Method	Rate	Start Date	End Date
Amount	0.03	1/1/2010

On the Create Mileage Rates spreadsheet in the Additional Rates region, complete the fields as shown in the following table.

Vehicle Type	Fuel Type	Calculation Method	Rate Type	Rate	Start Date
Car	All Other	Amount	Trailer attached to the car	0.07	1/1/2010
Car	All Other	Amount	Transporting a caravan	0.11	1/1/2010
Car	All Other	Amount	Transporting a resting hut	0.21	1/1/2010
Car	All Other	Amount	Transporting heavy machinery	0.03	1/1/2010
Car	All Other	Amount	Dog in the car	0.3	1/1/2010
Car	All Other	Amount	Driving on a forest road	0.09	1/1/2010

On the Create Mileage Rates spreadsheet, click the Upload button.

The policy status becomes valid when rates are successfully uploaded. To use this rate policy for mileage calculation, you must activate the policy and assign it to an expense type.