Mileage - Expense Users

Mileage– Expense Users

1. Login to your main TriNet Platform.
2. Ensure that you are on your Employee View. 
3. In the left menu bar, click Money and then Expenses. You will be redirected to your Expense Management account. 

To change your mileage rate, do the following:

1. Go to Settings > Personal Settings >Expenses
2. In the Mileage Rate box, enter the amount.
3. Select Save.

Going forward, all mileage will be calculated at this rate for your expense report.

Please note, if your TriNet Expense Management account is part of a company, you may/may not have permission to change your mileage rate.

Add Mileage

Users can manually enter the number of miles/kilometers they drove or use the TriNet Expense Management Google Maps mileage calculator. 

To do so, navigate to Expenses >Add New Expense button.

Enter the Date > Merchant (add the location, project, or “Mileage” as Merchant) > Choose the Category > Mileage from the drop-down.  You will see the currency abbreviation change to miles. Enter the number of miles you drove. TriNet Expense will calculate the amount owed. 

Q: Who should be the merchant for mileage expenses?

A: Every company is different. Typically, we see users add a client, project, or a simple description like "Miles to Deli". Or you can simply use “Mileage” as the vendor.

If you want to use Google Maps to calculate mileage, place your mouse in the Miles field>Select Use Maps.

Enter the address you drove From and To >Select Round Trip if needed, then click the Calculate Distance button.  You can drag the blue line to modify the route.

To calculate map image as a receipt to attach to your mileage expense report, click Create receipt on the map image.  Note - the receipt will automatically be attached to your expense report.

Click Save once you are done.

To view the calculated image receipt, hover over the envelope icon under the Receipt column to view the receipt image created.