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:

Performing prerequisites
Creating a cumulative mileage data file
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:

Your mileage rates vary by the total distance traveled during a time period
You will go live with the application during the current tax year.

Performing Prerequisites

Before you can upload accumulated mileage, you must:

Define the cumulative mileage determinants in Setup and Maintenance.
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.

Caution: To avoid data corruption, you can only run the Upload Cumulative Mileage process once per business unit, unless you're editing existing entries before employees submit additional mileage expenses.

Field	Type	Description
Person Number.	Char (30)	Required Must match the person number in the application.
Accumulated Mileage	Number (12)	Required Last two digits are decimal places.
Cumulative as of Date	MMDDYYYY	Optional. If empty, it's assumed to be the upload date.
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)	Optional. Last two digits are decimal places.
Reimbursement Currency	Char(3)	Required if reimbursement amount is present. Three-digit currency.

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.