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 |
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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? |
|
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? |
|
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? |
|
What company-specific rates need to be added to the mileage policy, if any? |
|
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
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Define the mileage determinant values that you want to use.
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In this example, you need to define values for the two determinants that you have chosen; Vehicle Type and Fuel Type.
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Create a new lookup type and add the applicable values as lookup codes.
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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
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On the Manage Policies by Expense Category page, click the Create Policy choice list and select Mileage to open the Create Mileage Policy page.
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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
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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.
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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
End 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
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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
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On the Create Mileage Rates spreadsheet in the Additional Rates region, complete the fields as shown in the following table.
Distance Threshold
Vehicle Type
Fuel Type
Calculation Method
Rate Type
Rate
Start Date
End 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
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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.