If you have to travel for your job, you’re probably very aware of how important it is to keep track of your business mileage. You might think that you’re keeping a close eye on the miles, but you might actually be losing money on your travels. To make sure you don't get shortchanged on business mileage, there are a few things you can do to protect yourself.
The simplest method of tracking mileage is, of course, good old-fashioned pen and paper. Write down your car’s mileage when you start your trip and when you end it. Or leave yourself voicemails, or send yourself text messages. Of course, things get complicated if you have more than one destination or need to exclude portions of the trip that were not business related.
In today’s technologically advanced world, it seems there’s an automated answer for everything. Now, many business travelers use Google Maps to determine the mileage they have traveled. In fact, Chrome River EXPENSE includes Google Maps functionality for calculating mileage for expense-reimbursement purposes. Simply enter the starting and ending addresses for your trip, and Chrome River will automatically calculate how much you should be reimbursed, based on your organization’s rules. You can also calculate mileage between multiple destinations and exclude personal mileage, if necessary.
The key to making sure you don’t get shortchanged on business mileage is to keep accurate records. Whether you use a notepad, send a text message to yourself, leave a voicemail on your office phone, or let Chrome River’s Google Maps widget do the work, the important thing is that you make sure you have an accurate record. Doing this prevents problems during an in-house audit and provides useful information when travel budgets are being created for future use. Isn't it time your expense report software helped you, not hindered you?
Our choice of Chrome River EXPENSE was made in part due to the very user-friendly interface, easy configurability, and the clear commitment to impactful customer service – all aspects in which Chrome River was the clear winner. While Chrome River is not as large as some of the other vendors we considered, we found that to be a benefit and our due diligence showed that it could support us as well as any large players in the space, along with a personalized level of customer care.
We are excited to be able to enforce much more stringent compliance to our expense guidelines and significantly enhance our expense reporting and analytics. By automating these processes, we will be able to free up AP time formerly spent on manual administrative tasks, and enhance the role by being much more strategic.