Mileage calculations on expense claims
When you enter an expense claim for mileage and the mileage reaches the Mileage Rate Threshold on the Purchases & Payables Setup page, the rate automatically changes based on the set up on the respective Price List page of the expense type. To determine when to perform the rate change automatically, Sparkrock 365 performs mileage calculations.
In mySparkrock, users can enter unassigned expenses and expense claim lines. In Sparkrock 365, users can review, correct, or approve lines on expense claims. Both the mySparkrock lines and the Sparkrock 365 lines are included in the mileage calculation.
The following list describes additional factors in the mileage calculation:
The Expense Date on the claim determines the calendar year of the expense.
The threshold for changing the rate is applicable to the calendar year and a single employee who is the requester or vendor from the claim.
The calculation considers the recalculation of quantity when From Location and To Location are specified or the Round Trip checkbox is selected.
The total distance or mileage is the calculated sum of quantity and differs depending on whether the calculation is being performed for the lines on an expense claim or an unassigned expense.
For lines on an expense claim, the calculation uses the following criteria:
On the Purchase Request Line List page, Document Type is Expense
On the Expense Type Card, the Type is Distance.
Purchase Status is not equal to Cancelled.
Requester or vendor is equal to the requester or vendor on the active claim.
Purchase request templates are not included in the calculation.
For an unassigned expense, the calculation uses the following criteria:
The Type is Distance.
Requester or vendor is equal to the requester or vendor on the active claim or unassigned expense.
The Gross Direct Unit Cost calculation is performed as described in Finance Request Lines Rate Calculations.
A validation is performed to ensure that the expense line meets the criteria for distance based on the setting on the Purchases & Payables Setup page, in Mileage Rate Threshold.
Depending on whether the total distance is less than or greater than or equal to the value in Mileage Rate Threshold, one of the following outcomes occurs:
If the total distance is less than the value in Mileage Rate Threshold, the total distance plus quantity are compared to the the value in Mileage Rate Threshold. Depending on whether the total distance plus quantity is less than or greater than or equal to the value in Mileage Rate Threshold, one of the following outcomes occurs:
If the total distance plus quantity is less than the value in Mileage Rate Threshold, the Gross Direct Unit Cost is used.
If the total distance plus quantity is greater than or equal to the value in Mileage Rate Threshold, the lower of one of the following values is used:
On the respective expense type Price List Lines page, the Rate After Threshold for the line with the Status of Active.
On the respective expense type Expense Type Card page, the Unit Amount.
If the total distance is greater than or equal to the value in Mileage Rate Threshold, on the respective expense type Price List Lines page, the Rate After Threshold value is used for the line with the Status of Active.
When the applicable rate is zero, in other words, the Unit Amount is zero and the Mileage Rate Threshold is zero, a mileage calculation is not performed.
If the Rate After Threshold is zero on the respective expense type Price List Lines page and on the Purchases & Payables Setup page, the Mileage Rate Threshold is greater than zero, the calculation uses zero.
See also
Expense claims
Set up requisition management
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