Travel-expense claims

Travel expenses are claimed on the same Submit Expense form as any other expense — you pick a distance-based expense type, enter how far you travelled, and Open Core HR works out the amount from the mileage rate that applies to you. Open the form from Self-Service > Expenses > Submit Expense.

Expenses — Open the Expenses group in the menu.
Submit Expense — Then choose Submit Expense.
Expense Type — Choose a travel expense type — the form switches to a distance-based calculation.

Steps

Go to Self-Service > Expenses > Submit Expense.
Set the Expense Date to the day you travelled.
On an expense item, pick a distance-based Expense Type — these are labelled (Auto) in the list.
A Distance box appears, labelled with your organization's distance unit. Enter how far you travelled.
Instead of an amount box, the item shows the amount being calculated from that distance. Once it's ready you'll see:
- The estimated Amount.
- Underneath, the distance and the rate used — for example, "12.50 km × 6.00/km" in your organization's currency and unit.
Optionally add Notes and a Receipt for the item.
Add any other items, then click Submit Expense.

What you'll see

Until you enter a distance, the amount reads Enter a distance to price this claim.
While the amount is being worked out, the item shows Calculating....
If you aren't eligible for that travel type, an error message appears on the item and the amount stays at zero. Pick a different expense type, or check with HR.
If the amount comes out as zero, the mileage rate for your designation hasn't been set yet — ask HR to set it under Expense Policies.
Only one travel (distance-based) expense is allowed per day. If you've already claimed one for that date, submitting another is blocked.

Tips

The distance you enter is what the claim is priced on, so record it accurately — approvers can see it on the submitted claim.
The distance unit and currency come from your organization's Localisation settings, so they match the rest of Open Core HR.